Executive Assistant

Description

· Provide superior calendar management for Executive. Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.

· Act as a liaison and provide support to the Executive Team. Arrange and handle all logistics for Executive meetings and events: schedule meetings; draft agendas; develop, compile, and distribute presentation materials; and record meeting minutes.

· Complete a broad variety of administrative tasks that facilitate the Executive’s ability to effectively lead the organization, including: assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense reports.

· Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the Executive, including those of a highly confidential or critical nature. Prioritize, and determine appropriate course of action, referral, or response, exercising judgement to reflect Executive’s style and organization policy.

· Work closely with the Executive to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Act as a "barometer," having a sense for the issues taking place in the environment and keeping the Executive updated. Anticipate Executive’s needs in advance of meetings, conferences, etc.

· Maintain open communications with the Coregistics’ team, including meeting regularly with their finance, operations and technology management and providing information and documents as needed.

· Assist with coordinating all Executive Team meetings and retreats and assist with staff meetings and events as needed.

· Provide "gatekeeper" and "gateway" role, providing a bridge for smooth communication between the Executive and staff, demonstrating leadership to maintain credibility, trust, and support with the Executive Team. Complete projects by assigning work to appropriate staff, including the Executive Team, on behalf of the Executive.

· Work with the Executive Team, General Managers, and the Finance Team to coordinate the Executive’s outreach and industry activities. Follow up on contacts made by the Executive to cultivate ongoing relationships.

· Assist with managing all aspects of organization’s office services. Evaluate and assist in developing office policies and procedures for improved workflow and anticipate future needs as organization grows. Assist in the selection of vendors and purchase equipment, services, and supplies necessary for operation of organization.

· Coordinate with Receptionist to replenish office materials such as snacks, printer supplies, paper, office supplies, etc.

· Provide event management support as requested.

· Provide hospitality to all guests and help to create a welcoming environment.

· Assist admin team with answering main phone line and respond to inquiries.

· Invest in building long-lasting relationships both externally and internally.

·  Successfully completes critical aspects of deliverables with a hands-on approach, including drafting personal correspondence, and other tasks that facilitate the Executive's ability to effectively lead the company.

· Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.

· Other projects/duties as assigned for the overall benefit of the organization.

Requirements

· Minimum 5 years’ experience as an Executive Administrative Assistant, Senior Executive Assistant or in other administrative position

· Discretion with personal and confidential information

· Strong ability to execute work with a diversity, equity, and inclusion lens.

· Significant executive support experience, including supporting C-level executives.

· Expert proficiency with Microsoft Office (Especially Excel); ability to design and edit graphic presentations and materials.

· Strong verbal and written communication skills.

· Proficiency with analytics is a plus.

· Exceptional organizational skills and impeccable attention to detail.

· High degree of professionalism in dealing with diverse groups of people, including Board members, senior executives, staff, industry leaders, and vendors.

· Make appropriate, informed decisions regarding priorities and available time.

· Ability to complete a high volume of tasks and projects with little or no guidance.

· Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround. •

Able to maintain a high level of integrity and discretion in handling confidential information.

· Excellent judgment is essential.

· Ability to switch gears at a moment’s notice