Executive Assistant - ENTEC

Objective / Purpose The Executive Assistant is responsible for providing comprehensive support to the Vice President and his Support Staff while managing the organization’s office operations. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality. Areas of Responsibility / Tasks Performance must reflect appropriate level of expertise and achievement of the desired results for the items listed below.     Provide sophisticated calendar management. Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements. Act as a liaison between the VP and other members of the Business. Serve as the primary point of contact for internal and external business contacts on all matters pertaining to the VP, including those of a highly confidential or critical nature. Answer VP’s main phone line as requested and respond to inquiries Monitor business emails and alert the VP promptly when any of them require his personal attention Prioritize and determine appropriate course of action, referral, or response, exercising judgement which reflects his style and organization’s policy Understand who are the internal and external key contacts and know how to handle them appropriately Invest in building long-lasting relationships both externally and internally Follow up on contacts made by the VP to cultivate ongoing relationships Work closely with the Executive Team 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 Team updated. Provide "gatekeeper" and "gateway" role, providing a bridge for smooth communication between the Executives and staff, demonstrating leadership to maintain credibility, trust, while support the VP. Complete a broad variety of administrative tasks that facilitate the VP’s ability to effectively lead the organization, including: Assisting and complete special projects in a timely manner by prioritizing work Desinging and producing complex documents, reports and presentations Collecting and preparing information for meetings with staff and outside parties Compose and prepare correspondence Maintain contact lists, organizational charts and databases Record and share Meeting Minutes and action items Make travel arrangements, compile receipts and process expense and mileage reports through Concur Create PowerPoint Presentations, Excel Spreadsheets, Word Documents, general e-mails, office communication and announcements Arrange conference calls and webinars via Microsoft Teams Print and distribute industry related reports Type, copy and scan contracts, agreements and general documents Coordinate and schedule on and off-site complex meetings involving participants in multiple locations: Anticipate needs in advance of meetings, conferences, etc. Prepare and distribute itineraries Compile meeting agendas Reserve meeting space Arrange all details including transportation, lodging, food and entertainment. Coordinate all Executive Team meetings or retreats and assist with staff meetings and events as needed. Collaborate with the Office Manager in order to replenish office materials such as snacks, printer supplies, paper, office supplies, etc. for needs of the Executive Team. Assist in the selection of vendors and purchase equipment, services, and supplies necessary for operation of organization. Manage all aspects of organization’s office services. Evaluate and assist in developing office policies and procedures for improved work flow and anticipate future needs as organization grows. Process and distribute daily mail. Respond to ad-hoc requests and inquiries from outside management teams. Provide hospitality to all guests and help to create a welcoming environment. All other duties as assigned   Minimum Qualifications / Education / Certifications Education: Bachelor's degree in Business or a related field preferred Three (3 ) plus years’ experience of supporting executives in a corporate environment Excellent judgement is essential Must have the ability to make appropriate, informed decisions regarding priorities and available time Expert proficiency with Microsoft Office with ability to design and edit graphic presentations and materials Proactive, organized, detail-oriented and thorough Positive, friendly get it done attitude Ability to switch gears at a moment’s notice 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 Strong ethics and ability to get things done efficiently and effectively Proactive, organized, detail-oriented and thorough Able to maintain a high level of integrity and discretion in handling confidential information. Ability to work well within a cross-functional team environment and diverse communities Strong verbal and written communication skills

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