The Executive Assistant reports directly to the Executive. The Executive Assistant provides executive support in a one-on-one working relationship, serves as the primary point of contact for internal and external constituencies on all matters pertaining to the office and serves as a liaison to senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects. The Executive Assistant must be creative and enjoy working within an environment that is mission-driven, results-driven and community oriented. The individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities and work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
Essential Functions:
Administrative Tasks • Manage calendar and arrange travel plans and itineraries. Screen phone calls and direct inquiries to proper party. At times the Executive Assistant is under pressure to handle a wide variety confidential matters with discretion, serves as the "gatekeeper" creating win-win situations for direct access and as a "barometer" by keeping the Executive updated to handle priorities or conflicts expeditiously and proactively. • Coordinate senior leadership meetings, activities between departments and outside parties. Provides a bridge for smooth communication between the Executive's office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff. Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the Executive, some of which may have organizational impact. • Compose routine and more complex correspondence, presentations, and reports. Draft confidential memoranda, agendas, acknowledgement letters, personal correspondence, and other tasks that facilitate the Executive ability to effectively lead the department. Researches, prioritizes, and follows up on incoming issues and concerns addressed to the Executive, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response. • Submits standard company forms and documents such as purchase orders, expense reports, payment requests and other. Reconcile credit card expenses, assist with expense tracking and reconciling statements.
Collaborate with administrative staff in an effort to ensure coordination of executive/administrative support functions across organization as needed. Maintain files. Perform other tasks and projects as required. May supervise others.
Office administration and vendor management including but not limited to coordination of maintenance requests, workstation and office assignments, hoteling requests, as well as vendor sourcing, management and relationship maintenance.
Additional Responsibilities:
Reporting to the President: • Serve as liaison between Board of Director members and senior management. Communicate with board on behalf of CEO as necessary. • Assist in planning and coordinating quarterly meetings of the Board, including maintaining updated agenda and other relevant materials.
Specialty Commercial: • Purchase Order and SME Request Support – Serve as liaison between the field sales force, market access and procurement/finance with the purpose of placing purchase orders and/or SME requests and processing payment • Strong Arithmetic skills and ability to comprehend data and metrics required
Education:
Associate Degree Minimum of AA Degree, Business School or equivalent training. - Required
Bachelors Degree (BA/BS) - Preferred
Experience:
6 years or more in C-Level Executives administration role
5 years or more in Experience and interest in internal and external communications, partnership development, and alliances.
Skills:
Confidentiality Skills: • Handle confidential information with discretion and judgement. Discretion is knowing when or where you may provide privileged information, and judgement is how much you can or should provide. - Advanced
Interpersonal and Communication Skills • Collaborative and builds relationships with stakeholders, including staff, board members, external partners and alliances. • Adaptable to various competing demands and demonstrate the highest level of customer/client service and response. • Emotional maturity. • Strong level written and verbal communication skills,including strong proficiency in grammar, editing and proofreading. - Advanced
Project Management and Organizational Skills • Prioritize multiple tasks seamlessly with excellent attention to detail. • Effectively manage competing demands in a fast pace, and changing environment with delays or unexpected events. • Demonstrated ability to achieve high performance goals and meet deadlines. • Skilled in typing and note taking. - Advanced
Leadership Skills • Forward looking thinker, who actively seeks opportunities and proposes solutions. • Take initiative and work with minimal guidance. • Highly resourceful team-player, with the ability to also be extremely effective independently. • Demonstrated proactive approaches to problem-solving with strong decision-making capability. - Intermediate
Specialized Knowledge:
Office Equipment and Software • Ability to use automated office equipment, read and follow complex instructions and maintain written records. Advanced skills in Microsoft Word, Excel, Powerpoint, Outlook, Adobe Acrobat, and Social Media web platforms and web based research.
