Executive Assistant

 

Position Overview

The Executive Assistant provides administrative and project support to assigned Executive(s) or senior leaders with large teams.  Collects and prepares information for discussions/meetings.  Makes high-level contacts of a sensitive nature internally and externally. Exercises judgment and anticipates and self-manages the Executive's administrative needs and keeps day-to-day logistics running flawlessly. Demonstrates an understanding of departmental priorities and anticipates needs based on business initiatives. Demonstrates business aptitude and sound judgement and takes appropriate action when direction isn’t available. 

Duties and Responsibilities

• Anticipate and self-manage the Executive’s day-to-day administrative needs and keeps details running flawlessly
• Manages or tracks department budget spending, expenses, headcount, assets, and space planning
• Facilitate effective communications (draft internal communications and announcements, edit documents for accuracy and clarity, create or edit presentations, send internal email communications)
• Responsible for flawless execution of company-wide, site and team events independently or in collaboration with other Departments, Group Admins and Exec Assistants
• Support onboarding of new hires to include ordering equipment/supplies, ensuring set-up of workspace, and providing training on administrative processes
• Demonstrate an understanding of departmental priorities and cadence and anticipate needs based on current business initiatives
• Demonstrates sound judgement to take effective action when direction isn’t available
• Relies on exceptional organizational skills, attention to detail, and the ability to comfortably juggle priorities and changing direction to identify opportunities to reduce Executive’s administrative tasks
• Maintains calendars, establishes appointments, agendas, and meeting logistics; creates presentations and other meeting documents; follows up on meeting deliverables as appropriate
• Independently manages projects big and small through to completion. Expertly navigate across the organization to align resources as needed
• Coordinate team event logistics including scheduling and calendaring, and day-of logistics such as meeting room reservations and setup, AV/Teleconferencing equipment, and catering. Anticipates meeting details such as agenda creation and document preparation
• Coordinate domestic and international travel arrangements (flights, cars, hotel, etc.) with keen attention to the details big and small. Records and reconciles expenses and submit for payment on a timely basis
• Performs work of a confidential and proprietary nature exercising discretion, professionalism, and confidentiality
• May review and approve invoices and account reconciliation
• Assist with other projects and work as needed and assigned

Qualifications

• BS/BA degree preferred, but not required
• 10+ years of related administrative and executive support experience
• Advanced proficiency in Microsoft Office suite including Excel (pivot tables and lookups), PowerPoint (presentation creation), Word (table creation, complex documents), Outlook (complex internal and external calendaring), and SharePoint
• Experienced independently developing action plans and processes
• Highly organized with the ability to problem-solve independently
• Strong project management skills and the ability to navigate across the organization to align resources
• Extensive experience handling domestic/international travel arrangements
• Demonstrated ability to work independently and effectively with strong organizational skills, accuracy, and attention to detail
• Highly effective verbal, written, and interpersonal communication skills to handle various interactions including sensitive and confidential situations
• Discretion in handling confidential information, and professionalism in dealing with professionals inside and outside the company
• Ability to manage multiple tasks and balance competing short and longer-term priorities

Working Conditions

• Ability to work flexible hours (early a.m., occasional weekend hours, etc.) when needed.

#LI-Remote

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Compensation

Salary Range: $90,000 - $135,000

Possible “other compensation” elements to include:

• equity grant
• bonus eligible