Executive Assistant

This is a Full Time Job

Position Summary:

The Executive Assistant provides all aspects of direct support/assistance to assigned executive(s). This position has exposure to information of a sensitive, confidential, strategic, and critical nature requiring discretion, independent judgment, tact, and diplomacy. This position also requires interaction with other senior management personnel and therefore requires a professional attitude and strong interpersonal communication skills.

Responsibilities:
• Manages calendar for assigned executive(s), and proactively partners with the assigned executive(s) to keep him/her on schedule.
• Uses sound judgment and carefully ascertains the nature of incoming phone calls, accurately records messages, addresses issues independently, and transfers calls as necessary. Follows up with callers regarding information requests.
• Manages the workflow of assigned executive(s), including meetings, correspondence, milestone events. Helps organize work projects, and proactively prioritizes and partners with assigned executive(s) to ensure all objectives are addressed and handled in a timely manner.
• Communicates in person and through correspondence with high level contacts inside and outside the company, such as vendors, customers, and senior leaders.
• Works with other members of internal departments as requested.
• Work with members of assigned executive(s) personal teams to coordinate calendars, travel logistics, etc.
• Composes, types, and prepares correspondence, memos, presentations, confidential materials, etc. of the highest quality.
• Schedules and coordinates meetings or other events as directed by assigned executive(s).
• Coordinates preparation of PowerPoint presentations for meetings or other events as directed by assigned executive(s).
• Coordinates directly, or in conjunction with Travel department, travel arrangements including flights, hotels, and car services as requested and creates itineraries, including all confirmations and contact information for flights, hotel and transportation. Updates itineraries and checks for new information pertaining to travel.
• Prepares expense reports for assigned executive(s) as requested.
• Files correspondence and other records.
• Coordinates transmission of information with others.
• Ensures adequate office supplies and submits order requests for additional supplies as needed.
• Runs errands as requested by assigned executive(s).
• Performs other tasks, projects, and responsibilities as assigned.

Skills & Experience:
• Minimum of 2-3 years of experience as an assistant to a high-level individual within a fast-paced organization.
• Outstanding organization, prioritization, analytical, and anticipatory skills.
• Solid project management and problem-solving skills.
• Ability to be internally inspired to perform a task to the best of one's ability using his/her own drive or initiative.
• Must be responsive to email, text, phone calls- sometimes outside of standard business hours
• Must be flexible and responsive to evolving and changing business environment.
• Ability to communicate effectively, verbally and in writing with individuals in all levels of the organization, but particularly with members of the highest level of the organization.
• Ability to work independently and thrive in a multi-task, fast-paced environment.
• Excellent organizational skills.
• Excellent attention to detail.
• Ability to maintain confidential information.
• Knowledge and ability to work in Microsoft Excel, Word, PowerPoint, and Outlook, and the ability to learn other basic computer program.