Job Description

Executive Assistant

The Executive Assistant provides specialized, independent administrative/business support to a Senior Vice President and a Vice President.

Key Duties and Responsibilities:

• Serves as the primary support professional for a Sr. Vice President and Vice President, independently handling a full range administrative activities

• As the delegate for the executives, handling details of a highly confidential and critical nature related to the function/department

• Interacts regularly with senior leaders inside and outside the Company in coordinating the affairs of the executive

• Manages executives’ complex and detailed calendars, frequently coordinating logistics and sharing information with other assistants and leaders both internally and externally; coordinates complex travel and meetings logistics, anticipating and resolving any problems to ensure a seamless experience for the executive

• Manages own workload, reprioritizing as unanticipated situations arise; assists the executive to adjust schedules to meet new and changing deadlines

• Produces high-quality documentation and contributes to building efficient processes and systems for administrative activities.

• Independently prioritizes and addresses requests for appointments, emails and telephone calls based on the needs and objectives for the executive

• Maintains high level of confidentiality of information related to the organization and staff

• Coordinates activities between departments and or outside parties

• As delegated by the executives, follows up with stakeholders at all levels to gather needed information, prompts/reminds them of critical deadlines, and helps remove any administrative roadblocks that prevent them from meeting their obligations to the executive

• Prepares meeting materials, including meeting agenda preparation/distribution, collecting/printing meeting pre-reads, minute- or note-taking and assembling/editing PowerPoint presentations

• Coordinates and plans international and domestic travel, complete with travel itineraries.

• Processes group purchase orders, invoices, and contracts

• Assists with visitor registration, including pre-registering and escorting visitors

• Assists with onboarding of new personnel into the department

• Provides guidance and training to less experienced colleagues

• Applies knowledge of business/department priorities to anticipate the executive's needs and drive administrative process improvements

• Manages an internal informational page, sharing internal links daily and producing the monthly newsletter

• Builds collaborative and productive relationships across the organization and at all levels

Knowledge and Skills:

• Advanced knowledge of Microsoft Office products

• Advanced time management and organizational skills, with a proven ability to independently prioritize own work and multi-task to meet changing or competing timelines

• High attention to detail

• Advanced verbal and written communication skills

• Exceptional interpersonal skills, especially with senior executives

• Ability to handle highly confidential and sensitive information

Education and Experience:

• High school or secondary school education

• 5 years of experience, or the equivalent combination of education and experience

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