Experienced Executive Assistant

POSITION SUMMARY:
The Executive Assistant provides high-level administrative support to executives through such things as managing schedules, coordinating travel arrangements, managing correspondence, and performing other administrative tasks as required.

ESSENTIAL FUNCTIONS:
• Managing calendars, scheduling/setting up meetings/coordinating appointments, booking conference rooms or other locations, and ensuring that all relevant parties are informed and prepared.
• Assisting with coordination and execution of events.
• Coordinate travel arrangements, including booking flights, hotels, and ground transportation, preparing itineraries, etc.
• Managing incoming and outgoing calls.
• Meeting and greeting visitors and clients (and supporting the Receptionist in these duties as needed).
• Managing expense reports and reimbursements.
• Filing and organizing paper and electronic files.
• Preparing correspondence and other written materials, including emails, memos, and reports.
• Acting as a liaison between executives and other staff members and clients.
• Conducting research, compiling data, and prepare reports as requested.
• Performing other administrative duties and taking part in special projects as needed.
• Handling confidential and sensitive information with discretion and professionalism
• Performing other duties and taking part in special projects as needed.

SUPERVISION RECEIVED:
• Reports directly to the CEO.

REQUIRED AND PREFERRED QUALIFICATIONS:
• Minimum Education:High school diploma or equivalent; associate or bachelor’s degree Click to view Experience, Skills, and/or Knowledge:
o 3-5 years of experience in an executive assistant or administrative support role.
o Excellent written and verbal communication skills
o Ability to manage multiple tasks and prioritize work effectively
o Self-starter, with the ability to proactively implement tasks and projects with minimal supervision.
o Strong organizational, communication, and problem-solving skills, and the ability to handle multiple priorities in a fast paced and deadline driven environment.
o Strong interpersonal skills with an ability to work effectively with all levels of staff, management, and clients.
o Ability to gather and analyze information quickly and effectively.
o Highly proficient computer skills in Windows-based software products including Word, Excel and Outlook

COMPETENCIES:
• Quality of work & attention to detail: Delivers error-free work that fulfills the requirements of the assignment.
• Organization & Productivity: Efficiently uses time; plans and prioritizes work effectively; completes assignments on schedule; seeks to assist in areas outside of standard scope of responsibility; gets things done.
• Initiative & Follow Through: Identifies what is needed to be done and does it before being asked or before the situation requires it; acts quickly to achieve results; sees tasks through to the end. Is dependable and reliable and brings their best each day and to every task.
• Accountability: Takes personal accountability for actions, rather than placing blame on others.
• Client Management (both internal and external clients): Makes clients the top priority while effectively managing client expectations; listens carefully to client needs and recommends appropriate services in response; keeps client informed and follows up to ensure client satisfaction
• Contributes Constructively: Provides helpful, relevant, and original ideas that result in improvements to work and deliverables. Challenges the status quo.
• Positivity & Optimism: Maintains a positive outlook; faces challenges with optimism; sees the possibilities in all situations.
• Adaptability/Flexibility: Adapting to changing needs, conditions, and work responsibilities; meeting deadlines, and maintaining composure in stressful situations; open to different and new ways of doing things; willing to modify approach.
• Interpersonal Skills: Building constructive working relationships characterized by a high level of cooperation and mutual respect; communicating respectfully and listening to others while making an attempt to understand alternative viewpoints.
• Communication Skills: Demonstrates mastery of both written and verbal communications, delivering clear and organized thoughts.
• Attendance & Punctuality: Shows up on time each day and puts in the hours needed to get the work done.
• Technology: Must be proficient in Microsoft Office (including competency in use of Excel, Word, PPT, and Outlook), as well as the ability to learn new programs and skills as needed.