Executive Assistant

Executive Assistant

Requirements

• Significant executive support experience, including supporting C-level executives
• Expert proficiency with Microsoft Office/G-Suite and other business applications; ability to design and edit presentations and materials
• Strong verbal and written communication skills
• Exceptional organizational skills and impeccable attention to detail
• High degree of professionalism in dealing with diverse groups of people, including Board members, senior executives, staff, customers, etc
• Ability to make appropriate, informed decisions regarding priorities and available time
• Ability to complete a high volume of tasks and projects with little or no guidance
• Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround
• Able to maintain a high level of integrity and discretion in handling confidential information
• Excellent judgment is essential
• Ability to switch gears at a moment’s notice
• Bachelor’s degree required or equivalent work experience
• 5+ years of experience in administrative support functions

Responsibilities

• Provide sophisticated calendar management for executives. Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements
• Complete a broad variety of administrative tasks that facilitate the executive’s ability to effectively lead the organization, including: assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense and mileage reports
• Coordinates executive meetings include documentation of notes, action items and ensures follow ups are completed as needed.
• Serve as the primary point of contact for internal and external constituencies on all matters pertaining to assigned executives, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect the Executive’s style and organization policy
• Serve as a key support/back up person to liaise the Board of Directors as needed. Arrange and handle all logistics for Board meetings and events: schedule meetings; draft agendas; develop, compile, and distribute presentation materials. Adhere to compliance with applicable rules and regulations set in bylaws regarding Board matters
• Work closely with executives to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Act as a ‘barometer,’ having a sense for the issues taking place and keep executives up to date. Anticipate the executive’s needs in advance of meetings, conferences, etc.
• Support and coordinate Executive Team meetings and retreats, and assist with staff meetings and events as needed
• Act in a ‘gatekeeper’ and ‘gateway’ role, providing a bridge for smooth communication between the executives and staff, demonstrating leadership to maintain credibility, trust, and support with the Executive Team
• Provide event management support as requested
• Invest in building long-lasting relationships both externally and internally
• Other projects/duties as assigned for the overall benefit of the organization

Preferred Qualifications

No preferred qualifications provided.