Executive Assistant

Job overview

The Executive Assistant position is designed to provide high-level administrative support to senior executives. This role requires strong written communication skills, complex project management, and a deep understanding of the executive's business objectives. In addition, this position entails strategic thinking to proactively anticipate needs, handle sensitive information, and provide high-level support across multiple areas of the organization, often involving interaction with senior leadership and external stakeholders. This role will require primary decision-making responsibilities exercising discretionary and independent judgement. Confidentiality must be always maintained regarding the company and its employees.

Responsibilities

• Utilize advanced scheduling software (Microsoft Outlook, Teams Planner, etc.) to manage the executive’s calendar, including but not limited to the scheduling of meetings, appointments, and events.
• Utilize travel management platforms to optimize travel arrangements and itineraries with integration across Microsoft planning and tools.
• Leverage technical systems to manage professional and personal scheduling for senior officers. This will include agendas, mail, email, phone calls, client management, and other company logistics.
• Use advanced technology and tools to develop and edit professional emails, memos, phone call summaries, etc.
• Effectively prioritize tasks, and escalate urgent items of importance to the CEO, COO, and CFO. Utilize advanced software systems to automate this process and filter client inquiries.
• Utilize advanced data analytics tools, and research databases to summarize findings and present them effectively.
• Use advanced tools such as Microsoft Excel, and PowerPoint to prepare documents such as expense reports, memos, invoices, and presentations. Also transcribe source material to prepare visual data such as tables, and charts upon request.
• Utilize tools such as Adobe Acrobat to manage professional documents.
• Maintain confidentiality of all sensitive information.
• Ensure the secure handling of company data, using encrypted and private lines of communication as needed.
• Apply advanced software skills to assist in project management and report preparation.

Qualifications

• 5 or more years of experience in an administrative support role is preferred.
• Proven ability to support senior leaders.
• Experience managing multiple, high-priority tasks or projects.
• Proficiency in coordinating complex travel arrangements and meetings.
• Proficiency with calendar management tools.
• Advanced knowledge of software applications such as Microsoft Office, and relevant internet functions.
• Experience handling sensitive and confidential information.
• Flexible hours as dictated by the needs of business for projects and meetings.

Additional requirements

• Business sense - has a strong business sense and can decipher priorities and make sound judgment calls when needed.
• Commitment to excellence - perform duties at the highest level possible on a consistent basis.
• Excellent communicator - able to interact with people of all levels in a confident, professional manner.
• Demonstrate ability and temperament to work with sensitive information.
• Team player - have team-oriented experience and approach.
• Service focus - dedicated to meeting the expectations of the CEO and other senior executives by maintaining effective relationships with interested parties.
• Ability to think outside of the box with a sense of urgency.
• Valid Driver’s License
• The ability to travel, as this role may require some day trips and occasional overnight stays. This will occur no more than a few times a year and will be planned in advance (10%)