Executive Assistant II

• Manages the executive's calendar.
• Monitors letters, phone calls and e-mails requesting the executive's action and/or presence.
• Arranges the travel itinerary for the executive and possibly other executive members of the executive's team.
• Proficient in Microsoft Office (Word, Excel, and Power Point) and able to format and edit dictated material as well as presentations and speeches drafted on behalf of the executive.
• Interacts with other senior leaders of the company and external officials including, but not limited to, auditors and regulators. 
• Handles inquiries on behalf of the executive, where possible.
• Prepares a reply to correspondence (phone calls/voicemail, e-mail or hard copy) for the executive's review. 
• May reply to correspondence on behalf of the executive or route the correspondence to the appropriate party for handling.
• Prepares material for the executive's review and sign-off.
• Negotiates contracts for meeting/conference sites and other associated details. 
• Works with other team members in planning and executing logistics for large team meetings.  
• May be required to take notes and/or follow up on action items from staff meetings, etc.
• Performs duties in support of periodic executive conferences, site activities, etc. 
• Handles reports and agendas, provides notices, schedules rooms, provides meeting packets and may operate presentation equipment.
• Performs staff work assignments such as report generation, as needed.
• Identifies topics that will be discussed at meetings and conferences to prevent the executive from being "blind-sided".

Required Qualifications: 
 

• Undergraduate degree in business related field or equivalent experience.
• Minimum of three (3) years of experience in working with executives.
• High level of proficiency in Microsoft Word, Excel and Powerpoint; strong technical competencies with word processing, spreadsheets, graphics, and navigation of the Internet.  Proficient in Microsoft Outlook.
• Excellent attention to detail and accuracy in work; strong organizational and time management abilities.
• Excellent written, verbal, and interpersonal communication skills; ability to interact and communicate with all levels of management and employees
• Ability to work in a team environment, including assisting other support staff with coverage, operations, and special projects
• Excellent development of collaborative relationships both internal and external.
• Project management and analytical skills
• Extensive phone interaction experience   
• Proven ability to handle numerous projects simultaneously with tight deadlines
• Proactive, initiative-taking nature. 
• Strong problem solving and decision making abilities