Executive Assistant

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JOB SUMMARY

We are seeking a highly organized and proactive Executive Assistant to provide top-tier administrative support to senior executives. The ideal candidate will have excellent communication, organizational, and problem-solving skills, and will be able to anticipate the needs of executives while managing a range of responsibilities in a fast-paced environment.

DUTIES & RESPONSIBILITIES

Executive Support & Coordination:

• Manage complex and dynamic calendars, scheduling meetings, travel, and conference calls.

• Prioritize tasks and ensure that the executive’s time is spent effectively and efficiently.

• Coordinate communication between executives, key stakeholders, and departments.

• Act as a primary point of contact for internal and external parties, representing the executive in a professional manner.

• Oversee and manage special projects or initiatives on behalf of executives, ensuring completion on time and within budget.

Meeting & Event Management:

• Organize, prepare, and attend high-level meetings with senior leadership, clients, and board members.

• Take detailed minutes, track action items, and ensure proper follow-up and execution.

• Prepare executive for meetings by providing briefs, relevant documents, and ensuring they are well-prepared for each engagement.

Confidentiality:

• Handle highly sensitive and confidential information with discretion and integrity.

• Manage the executive’s correspondence, including email, phone calls, and mail, ensuring timely responses and follow-ups.

Travel & Logistics:

• Plan and coordinate domestic and international travel arrangements, including flights, accommodations, and itineraries.

• Manage and oversee travel logistics, ensuring minimal disruption to the executive’s schedule.

Stakeholder Relations:

• Develop and maintain strong relationships with key stakeholders, both internal and external.

• Draft high-level correspondence, memos, and presentations for executive meetings, ensuring clarity and professionalism.

Administrative Leadership:

• Manage and oversee the work of junior administrative staff or other support associates, providing guidance and leadership as needed.

• Continuously seek out improvements in administrative processes and make recommendations to enhance productivity and efficiency.

QUALIFICATIONS

• Minimum of 5-7 years in an executive assistant role, supporting C-suite executives or senior leadership teams.

• Exceptional organizational, time management, and attention to detail.

• Strong written and verbal communication skills.

• Advanced proficiency with office software, including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and project management tools.

• Experience with managing budgets, events, or large-scale projects.

• Ability to handle complex, confidential information with discretion and professionalism.

• Ability to multitask and prioritize effectively.

• Strong problem-solving skills and a proactive attitude.

EDUCATION REQUREMENTS

• Bachelor's degree or equivalent work experience. A Master’s degree is a plus.

DuBois provides equal employment opportunities to all employees and applicants for employment without regard to race, color, ancestry, national origin, gender, sexual orientation, marital status, religion, age, disability, gender identity, gender expression, genetic information, service in the military, veteran status, or any other protected status in accordance with applicable federal, state, and/or local law and/or regulation.