Overview

The executive assistant performs a variety of general and complex administrative duties in support of the chief executive officer, chief operations officer, and special assistant to the chief executive officer.

Responsibilities

Essential Duties:

Administrative Support for the Chief Executive Officer (CEO) and Chief Operations Officer (COO):• Manage office calendars, including complex scheduling with internal and external stakeholders.• Coordinate travel arrangements, including hotel, flight, and ground transportation.• Manage business expense receipts, code monthly credit card statements, and complete expense reimbursement forms.• Maintain a variety of business-related accounts, subscriptions, and memberships. • Purchase office supplies and maintain inventory.• Coordinate technical support assistance including sending correspondence on behalf of the executives.• Organize and prepare for meetings, including gathering documents and attending to logistics.• Draft, review and send communications on behalf of company executive(s).• Complete a variety of special projects including creating PowerPoint presentations, financial spreadsheets, special reports, and agenda material.• Determine priority of matters of attention for executives; redirect matters to staff, or address matters personally, as appropriate.• Assist in project management activities including project coordination, monitoring and communication of projects and programs managed by the operations department.• Transcribe source materials, prepare documents, reports, tables and charts; distribute as appropriate.• Perform other general duties as required.

Administrative Support for the Special Assistant to the Chief Executive Officer:• Assist with the planning and execution of board-related meetings and special events, including monthly/quarterly committee meetings, the bi-annual board orientation, and annual board of directors’ retreat. • Assist with recording and maintenance of board-related meeting records and documents.• Assist with general duties as needed.Knowledge/Skills/Abilities:

Knowledge of:• Best practices in customer service, executive assistance, office management, and business administration functionsSkilled in:• Providing stellar internal and external customer service;• Anticipating the needs of others, as well as issues to be resolved and/or obstacles to plan for accordingly;• Effectively prioritizing competing requests and duties; • Identifying operational inefficiencies, and proactively offering resolutions; • Researching and identifying essential information;• Identifying and utilizing resources to complete tasks; • Communicating respectfully, clearly, and effectively; • Managing complex calendars, including scheduling/rescheduling meetings with multiple attendees, recurring cadences, and at multiple sites; • Planning and coordinating travel arrangements, including lodging, flights, and ground transportation; and • Utilizing Microsoft Office Suite applications and Adobe Acrobat Pro.Ability to:• Demonstrate a courteous, professional demeanor with internal and external stakeholders at all levels; • Establish and maintain effective working relationships; • Demonstrate a collaborative mindset; • Maintain discretion and confidentiality at all times, with all forms of sensitive information; • Exhibit a sense of urgency when resolving problems and working with critical deadlines; • Demonstrate superior level of organization and attention to details; and • Exhibit a calm and flexible attitude in a fast-paced, swiftly-changing environment.

Qualifications

MINIMUM EDUCATION: 60 semester hours from an accredited college institutionMINIMUM EXPERIENCE: Five years of administrative experience in a C-Suite environment