Executive Assistant

Executive Assistant

Requirements

• Minimum of 5 years of experience as corporate assistant, or related role, required
• Experience supporting VP or Executive Management
• High School diploma required
• Demonstrated proficiency of Microsoft Office applications and web browsers required
• Proficient in Excel & PowerPoint skills required
• Strong communication skills and customer service skills
• Ability to prioritize and handle multiple tasks at one time in a fast paced environment required
• Must be extremely detail oriented and conscientious
• Must demonstrate a sense of urgency and a driven desire to add value to the company by the quality of the work that you do
• Team player, ready to assist with a positive attitude.

Responsibilities

• Manage executive’s calendar and acts as Gatekeeper.
• Strategically manage executive’s calendars to make the best use of their time.
• Interact closely with senior leadership, board members, and other office associates.
• Communicates on behalf of the executive in person and via email with internal and external customers.
• Run reports and pull data from various systems.
• Utilize excel to organize and share data.
• Create presentations for leadership meetings, utilizing PowerPoint.
• Answers telephones, transfers calls and takes accurate messages to ensure a prompt response.
• Responds professionally and effectively to all inquiries.
• Prepares invoices, reports, memos, letters, and other documents, including quarterly board presentations and monthly board letter.
• Regularly prepares/creates documents and presentations to effectively communicate information or data utilizing appropriate grammar, spelling, and formats.
• Responsible for general office administration tasks such as filing, copying, collating/stapling, etc.
• Schedules, plans, and coordinates meetings and meeting logistics (onsite and offsite), including preparation of meeting materials.
• Reschedules meetings with limited direction.
• Independently research and report on variety of venues and conduct site visits for offsite meetings.
• Negotiate contracts as necessary.
• Organizes materials required by presenters and attendees.
• Makes business travel arrangements and manages and communicates travel itineraries using preferred travel vendors (revising itineraries as needed).
• Tracks, monitors and codes invoices for payment to AP.
• Completes monthly reconciliation of corporate credit card statements to expenses previously reported, for timely payment in Concur.
• Independently prepares expense reports and purchase orders with a solid understanding of the expense reporting, invoicing and purchase order procedures and budget process.
• Coordinates and completes projects as needed with minimal direction and interaction from leader(s).
• Coordinate with building management as needed with outside vendors and maintenance vendors.
• Represent the Company and its leadership team by being professional and respectful in tone, demeanor, and action, at all times onsite and at offsite functions.
• Effectively interface with others on behalf of supported Executives, including other Senior Executives, Board members and customers.
• Effectively use decision making and problem-solving skills.
• Act appropriately to maintain and protect confidential and critical business information.

Preferred Qualifications

No preferred qualifications provided.