Executive Assistant

Summary of This Role

Provide high level secretarial and administrative support for one or more of the organization's upper management or executives, requiring discretion, confidentiality, a good understanding of technical and business vocabulary, and a detailed knowledge of the organization's operations, procedures, and people. Collects and prepares information for use in discussions/meetings of executive staff and outside individuals. Works on problems of diverse scope where analysis of data requires evaluation of identifiable factors. Exercises judgment within generally defined practices and policies in selecting methods and techniques for obtaining solutions.

What Part Will You Play?

• Provides administrative support to executive and may support a functional group, performing a broad range of administrative functions, to include highly sensitive/confidential matters. Demonstrates a high level of professionalism and discretion in the development of communications, memos, and agreements made on behalf of the executive. Drafts, edits, and proofs various types of documents, including correspondence, meeting minutes, and presentation material. Manages complex editorial changes to documents from multiple parties. Coordinates, as needed, with other staff for routing and signatures.
• Serves as a "gatekeeper" by screening emails, phone calls, and visitors; applying independent judgment to determine the most appropriate allocation of executive's time for scheduled/unscheduled events, meetings, and requests. Acts as liaison with senior management team. Interfaces with all levels of employees and external associates. Based on knowledge, may meet with visitors, in place of executive, to discuss, review, or evaluate latest project matters. Creates and maintains executive's list of contacts. Manages, plans, organizes, and verifies executive's calendar. Accepts event/meeting invites, on behalf of the executive, as scheduled time permits. May represent executive in meetings unable to attend. Answers, screens, responds to or routes incoming phone calls; opens and prioritizes mail. Reads, reviews, and responds to emails on behalf of the executive.
• Organizes meetings/events, both on and off-site, which may include extensive arrangements, depending on the nature of the meeting and the location of the attendees. Directs and occasionally partners with catering/vendors to order refreshments, as needed. Collaborates with travel department to coordinate travel arrangements, itineraries, and agendas, according to executive's preference; keeping within budget. Prepares expense reports for executive; gathers required documents; researches missing documents or billing discrepancies; submits for processing in a timely manner. Complies with corporate travel policies and expense reporting practices. Monitors business expenses/budget for the department; prepares and produces reports for executive review and approval. May provide budget recommendations.
• Researches and prioritizes issues and concerns addressed to the executive. Determines appropriate course of action, referral, or response using independent and incisive judgment. Provides information to callers which requires extensive knowledge of company policies, practices, and operations. Accountable for the executive meeting commitments and deadlines.
• Procures office supplies and monitors and may manage budget for functional area. Oversees fax machines and printers for paper restocking and service needs. Acts as a Subject Matter Expert (SME) for department staff, regarding corporate policies, procedures and other functional requirements.

What Are We Looking For in This Role?

Minimum Qualifications

• High School Diploma or Equivalent
• Typically Minimum 8+ Years Relevant Exp
• Administrative support

Preferred Qualifications

• Associate's Degree
• Business
• Typically Minimum 6 Years Relevant Exp
• Administrative support of upper management or executives
• International Association of Administrative Professionals (IAAP) Certification

What Are Our Desired Skills and Capabilities?

• Skills / Knowledge - Has substantial understanding of the job and applies knowledge and skills to complete a wide range of tasks.
• Job Complexity - Works on assignments that are routine to moderately difficult, requiring some decision in resolving issues or in making recommendations.
• Supervision - Normally receives little instruction on daily work, general instructions on newly introduced assignments.
• MS Office - Creation of spreadsheets, PowerPoint presentations, etc.