Executive Assistant

JOB SUMMARY

The Executive Assistant provides broad administrative and secretarial support to one or more executives, including managing calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging detailed travel plans, itineraries, and agendas; and compiling documents for meetings. Work assignments are complex in nature, where considerable judgment, tact, confidentiality, creativity and initiative are required.

KEY DUTIES & RESPONSIBILITIES

• Optimize the Executive’s calendar: identify external, fixed patterns and incorporate them into the Executive’s schedule; assess meeting requests and determine the best-fit format and duration; ensure adequate un-programmed time is reserved in the Executive’s schedule. 
• Ensure efficient meetings: reconfirm attendees, rooms, and other logistics before each meeting; gather and distribute meeting agenda and materials in advance to allow adequate time for the Executive to prepare; take notes, if in attendance, or debrief afterwards to collect key decisions and action items and distribute to attendees; track action items until completed.
• Monitor all inbound communications: skim and filter inbox and voicemails as agreed upon with the Executive to ensure the Executive focuses on the essential information and non-essential information is handled appropriately.
• Coordinate outbound communications: draft, edit, and proofread presentations, memos, agendas, or other materials on behalf of the Executive; collect, compile, edit materials across the team into final formats; prepare notes or talking-points for presentations; identify and suggest communication channels to ensure optimal flow of information up-down-across the organization.
• Organize Executive’s and functional initiatives, projects, and deliverables: document and track initiatives, milestones, dependencies, and key dates; monitor deadlines and confirm progress prior to due date to ensure Executive can meet commitments; conduct research, synthesize findings, and prepare summaries; prepare status reports and dashboards; proactively raise at-risk activity to Executive; collect, organize, and file important documents.
• Serve as the Executive’s ambassador: welcome in-person visitors; ensure inbound phone calls are answered timely and professionally; liaison across the organization to accomplish tasks.
• Develop and maintain strong relationships with the Executive/Administrative Assistant network to drive an effective flow of information across the Leadership team; continuous improvement of systems and processes; establish and share best practices; develop knowledge and skills.
• Organize events and travel: manage reservations for accommodations, flights, transportation, meals, and other logistics; source, evaluate, and select venue; arrange itineraries and agendas; coordinate speakers, presentations, equipment, and other onsite needs.
• Track and monitor expenses and budgets: create, review, and approve expense reports; review monthly department Profit & Loss (“P&L”) for variances; investigate and document the root cause of significant variances and bring awareness to the Executive; gather information and inputs for Annual Operating Plan (“AOP”), Capital Expenditures, and Staffing plans.
• Perform other related duties as assigned by management. 
• Adhere to established policies and procedures.

KNOWLEDGE & SKILLS

• Exceptional organizational and planning skills; ability to manage multiple projects and priorities effectively with minimal supervision.
• Strong customer service orientation and interpersonal skills; ability to build collaborative relationships and adjust one’s approach to effectively interact with all levels inside and outside of the organization.
• Excellent analytical and problem-solving skills with a keen eye for details.
• Strong written and verbal communication skills.
• Solid knowledge of business models, objectives, financial metrics, etc. used in decision-making.
• Proven ability to handle confidential information with discretion.
• Expert proficiency in Microsoft Office Suite.

WORK EXPERIENCE – MINIMUM REQUIRED

EDUCATION

CERTIFICATIONS DESCRIPTION

COMPETENCIES