Executive Administrative Assistant

Essential Duties & Responsibilities

• Manage highly complex calendars and scheduling for executive leaders.

• Plan and coordinate external meetings, which may include cross-functional teams, stakeholders, and outside vendors.

• Preparation of meeting materials, notebooks, presentations and reports which may also include but not limited to coordination of meeting agenda, presentation template, logistics, connection to on-site management, and food and beverage.

• Prepare internal and external communication memos and notes.

• Record keeping, note taking and documentation of any important business items.

• Ability to adapt to the ever-changing weekly schedule of demands while working in a cross-functional team environment.

• Flexibility to adapt in a variety of situations.

• Frequent use of technology and Microsoft Office Suite products.

• Collaboration across the Administrative Support Team to flex and share responsibilities when needed.

• Assist in document management, compilation, distribution, and storage.

• Compile receipts to file expense reports and track reimbursement status.

• Coordinate travel arrangements and accommodations.

• Be available to help with ad hoc projects across the business to help the leadership team work more efficiently.

• Provide offsite support such as booking meal reservations.

• Maintain a high level of integrity and discretion in handling confidential information.

• Other duties as assigned.

Education and Experience

• High school diploma or equivalency degree.

• Must have a minimum of 5 years professional experience.

• Preferred experience as C level executive assistant

Knowledge, Skills, and Abilities

• Must have advanced attention to detail with the capability to prioritize and meet deadlines.

• Excellent written communication and documentation skills.

• Excellent verbal communication and interpersonal skills for maintaining effective business relationships with peers, senior management, customers, and vendors.

• Must have advanced knowledge with MS Office including Outlook, Word, and Excel.

• Ability to multitask and have excellent organizational skills is essential.

• Must be able to support and contribute to team goals.

• Ability to work varied hours/days as business dictates.

• Ability to thrive in a fast-paced environment, readily adapting to continually changing proprieties and deadlines.

• Independent, proactive, and take initiative to enhance the work environment with improved efficiency

The above declarations are not intended to be an all-inclusive list of the duties and responsibilities of the job described, nor are they intended to be such a listing of the skills and abilities required to do the job. Rather, they are intended only to describe the general nature of the job.