Executive Assistant

Job Summary & Responsibilities

The Executive Assistant is responsible for managing various administrative duties and communications for multiple senior level executives.  Pro-actively assists in coordinating schedules for senior executives, assists in prioritizing functions and appointments, ensures meetings, deadlines presentations and other duties of the executive office are carried out seamlessly and assists other departments to the extent relevant in similar activities. This includes facilitating communication, preparing presentations or other written materials, planning events, distributing information, drafting agendas, minutes of meetings and scheduling tasks.

• Completes projects and special assignments by establishing objectives; determining priorities; managing time; gaining cooperation of others; monitoring progress; problem-solving; making adjustments to plans.
• Heavy calendar management in Outlook on a daily basis for multiple executive calendars.
• Assists in prioritizing and maintaining individual executives' calendar for meetings, calls, external board meetings, and extensive travel.
• Maintains extensive contact files.
• Manages domestic and international travel arrangements and meeting activity by ensuring itineraries and agendas are developed, booking transportation, arranging lodging, meeting accommodations and similar.
• Acts to the extent required as reinforcement for the Executive Assistant to the CEO, CFO and President.
• Backup emergency responder for corporate office incidents including security issues, medical issues and others as they arise.
• Backup manager of the Front Desk area.
• Responsible for general administrative functions of above activities and assists with continuous improvement of their functions.
• Takes active part in and case-to-case is responsible for corporate charity functions.
• Assists with employee functions and coordinates various company activities.
• Work on events or activities as senior executives designate, which may involve extensive planning and execution.
• Alternate PAC secretary for monthly and yearly PAC filings to the FEC as well as monitors and assists with PAC check distribution.
• Prepares and within given guidelines approves executive expense reports.
• Approves expense reports and time off requests for assigned executives’ direct reports.
• Serves as a go-to for general office inquiries throughout the company.
• Assists Human Resources with executive level new hires.
• Organizes executive meetings, including various boards requiring presentation materials, incl. all practical related co-ordination such as organizing food/drink for internal or external functions.
• Processes invoices for assigned executive functions.
• Must react with appropriate urgency to situations that require a quick turnaround and, if necessary, take effective action on ambiguous circumstances.
• Must exercise grace under pressure and maintain absolute confidentiality.
• Answers and directs phone calls to appropriate personnel in a courteous manner.
• Maintain contact and rapport with relevant peers throughout industry and others to efficiently expedite executive requests.
• Maintain company professional and quality face internally and externally including living core values and policies and throughout be professional and productive in the company relations with employees, customers, vendors and any other stakeholder.
• Responsible for special tasks requested by management.
• Other duties assigned.

Preferred Qualifications

• Minimum of 7 years of related work experience.
• Experience supporting executives in a multinational organization and ability to collaborate with executives in different domestic and international locations.
• Must have a good hand in drafting correspondence, presentations, announcements and be able to contribute with presentation material.
• Must be highly proficient in Microsoft Office including Word, Excel, Outlook and PowerPoint.
• Must maintain complete trust through confidentiality and discretion.
• Must be able to re-prioritize on a continuous basis throughout the day.
• Must be resourceful, able to initiate own appropriate actions (self-starter) and possess the ability to complete tasks and projects on time in a quality manner without necessity of continued guidance.
• Must have excellent organization and communication skills.
• Must be able to manage multiple tasks with frequent interruptions and be prepared to go the extra mile when needed in terms of working flexible hours.
• Must know how to handle emergent and emergency situations and understand safety and security protocols at an advanced level.
• Capable of courteously handling and rerouting unsolicited calls arriving through the Front Desk.

Supervisory Responsibilities: No

 

Work Environment:

• Exposure to computer screens.
• Required job duties are performed in a professional office environment.
• The noise level in work environment is occasional.

We are an Equal Opportunity Employer

Pay Range

$80,000 - 100,000 per year

Compensation & BenefitsEligible employees (and their families) may qualify for medical, dental, and vision insurance, as well as having basic life and accidental death insurance, paid disability insurance, including paid parental leave if eligible, and an Employee Assistance Program. Employees will receive paid sick and vacation time, and company holidays if eligible. The company also offers paid bereavement leave, and paid jury duty. Eligible employees can enroll in our company's 401k plan, as well as a retirement plan. Employees will be eligible for discretionary and/or metric-based bonuses dependent on their position.