Executive Administrative Assistant

Position Summary:

Provide comprehensive support for the CEO, and CFO with support to Board of Directors/Executive Team. This role requires outstanding planning, time management and a passion for organization.

Superior attention to detail, great judgement and the ability to meet deadlines while juggling multiple rquests across global teams is critical. A high level of integrity and discretion handling confidential information and professionalism dealing with senior executives inside and outside the company. Coordinate executive meetings and calendars based on priorities and travel coordination.

Strategically and proactively problem solve any challenges that may arise in supporting our CEO/CFO, related to calendaring, travel, events, special projects, communications, etc

Essential Functions of this Role:

The essential duties and responsibilities of this position include, but are not limited to:

• Perform a variety and range from routine to complex of administrative, clerical and office duties in support of the executive.
• Maintain a calendar activities, meetings, and various events; schedule conferences, travel and meetings, including coordinating room set up and preparation of agenda
• Organize Corporate Events such as Sales conferences, Summits, and group market visits.
• Screen telephone calls; respond to complaints and requests for information on regulations, procedures, systems, and precedents relating to assigned responsibilities
• Assemble and/or coordinate the preparation of various reports, memoranda, correspondence, and various documentation and presentation material, of a technical or confidential nature, transcribe and type minutes
• Liaison and provide support to the board (annual board meeting calendar, logistics, document management, notarization)
• Primary point of contact for all internal and external constituencies on all matters, including highly confidential and critical natures
• Work closely to keep executives informed of upcoming commitments and responsibilities
• Anticipation needs in advance
• Coordinate all executive team meetings
• Work with the executive team to coordinate outreach activities, follow up on contacts made by the CEO/CFO to cultivate ongoing relationships
• Manage information systems requests
• Prepare communications, employing utmost attention to detail and confidentiality
• Arrange complex travel logistics, often on short notice
• Manage monthly expenses for the individual executives as well as their departments
• Manage projects as assigned
• Prepare Word, Excel, PowerPoint presentations, agendas, reports, special projects and other documents in support of objectives for the organization
• Review, research, and summarize a variety of fiscal, statistical, and administrative information.
• Type drafts and a wide variety of finished documents from notes, brief instruction, or printed materials; initiate correspondence independently for signature by appropriate executive staff; review materials for completeness, accuracy, format, and compliance with policies and procedures
• Design, establish, organize and maintain various administrative, reference, and follow-up file system(s)
• Participate and assist in the preparation of the budget; attend budget meetings; monitor expenditures and recommend budgetary adjustments
• Support Category Mgmt Teams as needed
• Manage work environment for the department (samples, office supplies)

Competencies:

• Communication Proficiency
• Service Oriented
• Time and Energy Management
• Collaboration Skills
• Personal Effectiveness/Credibility
• Flexibility
• Technical Capacity
• Stress Management/Composure

Supervisory Responsibilities:

• This position has no supervisory responsibilities

Work Environment:

• This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Demands:

• May be required to work more than 8 hours during a workday
• Sitting long periods of time
• Significant manual dexterity for keying in data for long periods of time

Expected Hours of Work:

• Must be available to work occasional off-hours and weekends
• Must be available during standard business hours

Travel:

• Light travel, mainly local travel

Required Education, Experience and Skills:

• Minimum of 5 years of administrative support
• Strong working knowledge of Windows platform with an emphasis on Excel and PowerPoint

Preferred Education, Experience and Skills:

• Bachelor’s degree
• 5 years Executive Assistant experience
• Able to express facts and ideas in writing in a clear, convincing and organized manner; listen effectively, and clarify information as needed.
• Proven ability to be a gatekeeper for the Executive by providing excellent customer service skills to internal and external partners by using tact and good judgment.
• Flexible with change and able to shift gears quickly.
• Notary License
• Proven ability in keeping Executive focused and organized
• Ability to authentically connected with people in a positive and optimistic way.
• Enjoy working and connecting with people at all levels of the organization and solving problems on behalf of the Executive.
• Able to work in a fast-paced environment with the ability to multi-task and remain calm under pressure.
• Ability to remain positive and optimistic while delivering tight deadlines

Additional Eligibility Qualifications:

• None

Work Authorization/ Security Clearance:

• None

Other Duties:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.