Executive Assistant

Executive Assistant

Job Description

Seeking a dynamic, professional, highly engaged, personable, creative, curious, resolution focused and detail oriented Executive Assistant for direct support to the Executive leadership team in daily operations. This individual should have experience in prioritizing multiple key tasks, coordinating and managing projects and various requests from the team. An individual who can follow through with direction but also “own” the role and manage Executives desk with a desire to understand business content and handle issues that come to them in a professional manner, efficiently, without always needing guidance.

Expertise with domestic and global travel, including working with agencies, Concur and being able to understand creating a schedule which includes adequate timing, transportation, hotel arrangements and all other aspects associated with team needs when traveling. This individual could have the opportunity be involved in team committees or planning groups within the building and community should they be interested and capable. Some travel for organizing and participating in senior level meetings required. We are looking for that person who can make an impact and is the glue in our team. Your suggestions and input on continuous improvement are appreciated.

Essential duties and responsibilities:

• Organize in person, hybrid, virtual activities such as meetings, corporate events, travel. Arrange detailed travel plans and itineraries. Compile documents and reports for travel and related meetings.
• Effectively manage Executives schedules and conflicting priorities.
• Coordinate in person and virtual meetings including meeting materials, including working with IT if needed, to have systems up and running prior to meeting time, catering, etc.
• Complete monthly travel and expense reports and monthly reports and invoices for executives in a timely manner.
• Prepare highly professional presentations and various Excel reports.
• Manage administrative tasks and routine issues independently, ensuring timely completion of work with exceptional quality.
• Anticipate and respond to changing situations. Resolve issues in an innovative manner.
• Develop and demonstrate a solid working knowledge of the firm’s structure, departments, key staff and policies and procedures to be most effective in the role.
• Demonstrate strict confidence with highly sensitive and confidential information.
• Perform other duties as assigned.

Qualifications

• WHAT YOU BRING TO THE ROLE
• Minimum of 5+ years of experience as an executive assistant; bachelor’s degree in related discipline or equivalent combination of education and experience.
• Good knowledge in virtual and digital tools to support new normal activities.
• Exceptional communication skill and executive phone etiquette (Presential and virtually)
• Excellent organizational, time management and planning skills.
• Ability to work in a fast-paced environment with demonstrated ability to adapt.