Executive Administrative Assistant

Job Description

REQUIREMENTS

• 5+ years of experience supporting multiple senior level executives in a large and complex organization
• Experience managing many details for executive leaders related to calendaring/scheduling, follow-up requests, travel-related planning, etc. simultaneously with low rate of error
• Proven experience in coordinating complex travel arrangements for senior leaders, including booking flights, accommodations, ground transportation, and managing itinerary changes as needed
• Proficient in Microsoft Outlook, Word, and PowerPoint to include office suite of technology
• Demonstrated proficiency in navigating and utilizing multiple systems and software applications concurrently to efficiently manage tasks and workflows
• Demonstrates a high level of professionalism, including strong executive presence and polished corporate demeanor, in all interactions with internal and external stakeholders
• Models confident, effective communication and consistently represent the organization’s values and standards
• Exhibits exceptional attention to detail, ensuring accuracy and thoroughness in all tasks and deliverables, while consistently handling sensitive information with discretion and maintaining confidentiality in all professional matters
• Demonstrates the ability to balance multiple initiatives and effectively prioritize workload, while maintaining flexibility to support urgent business needs and requests

Preferred

• Associate’s or Bachelor’s Degree
• Proficient in Microsoft Excel
• Experience proof-reading/editing
• Experience with expense reports and reviewing financial documents to align with company policy

RESPONSIBILITIES

• Communicate to internal and external stakeholders, partners, providers, and corporate and community leaders
• Manage and maintain calendars/schedules using sound judgment to prioritize meetings
• Coordinate internal and external meetings which may involve scheduling meeting times, making travel arrangements for attendees, and ensuring that various meeting amenities are available
• Complete expense reconciliation accurately and timely for leaders supported
• Assist leadership team with presentations, responses to requests, reports, meeting agendas and meeting materials
• Maintain and manage travel schedules (scheduling appointments, making travel arrangements, etc.)
• Determine proper course of action for incoming requests, calls and correspondence, direct to appropriate person or operational area
• Anticipate needs before they happen and take initiative to eliminate any potential bottlenecks which may arise

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