SUMMARY
This Executive Assistant (EA) will be responsible for providing high-level administrative support to high-level executives on the Development team, and will be entrusted with complex duties and sensitive information. In addition to managing day-to-day administrative activities, this EA will be responsible for booking travel, compiling and tracking expense reimbursements, scheduling meetings, taking minutes during business sessions, maintaining information and databases, as well as producing reports and presentation information for the Development team. They will be required to be able to work independently, managing multiple tasks and projects with competing priorities and deadlines. In addition, this role will partner with, and report back to, other members of the Administrative Services Team in order to fully assist with administrative and office-wide related responsibilities. This position reports directly to the Executive Administrative Director and has dotted-line reporting relationships to each of the Development Team members supported.
The ideal candidate is proactive, adept at working both independently and collaboratively on complex tasks. They are comfortable making recommendations to improve workflows and enjoy engaging with colleagues across departments to achieve optimal results. This EA is capable of managing their own workload, determining effective methods for new assignments, and adapting quickly to changing circumstances. They prioritize tasks effectively and are mindful of the impact of their actions. While not directly supporting C-Suite executives, they are expected to uphold the highest standards of professionalism, attention to detail, and dedication in all aspects of their work.
ROLE RESPONSIBILITES:
• Manage calendars and contacts; arrange meetings and calls, coordinating timetables with all involved parties; set-up and break-down conference rooms for in-house meetings; coordinate working lunches and dinners
• Coordinate complex and detailed travel and meeting arrangements for working sessions with project partners and company investors, including international and domestic delegations, both inside and outside of the office
• Maintain and update travel profiles; prepare travel arrangements for domestic and international business, including securing transit tickets, hotel reservations and ground transportation, and negotiating cost-savings where possible; complete applications and renewals for business visas and passports; prepare detailed travel and meeting itineraries
• Prepare expense reports for executives’ out of pocket expenses as well as expenses incurred on the corporate credit card, applying the correct General Ledger (G/L), project and company codes
• Exhibit fiscal responsibility by adhering to budgets, tracking expenses in real-time and processing financial documents in a timely manner. Provide input on cost-saving initiatives, and contribute to the overall financial health of the organization through active participation in financial meetings and aiding in budget preparation
• Assist with special projects such as administrative support to the Boards of Directors and the Investment Committee, as well as department-wide and company-wide staff meetings and Town Halls
• Oversee registration for industry conferences/seminars as well as membership renewals to industry organizations
• Compose, review and revise correspondence and other business communications; record and distribute meeting minutes, as requested; sort and distribute incoming mail
• Serve as a liaison between executives and other staff members or external contacts
• Maintain business and project files; work in conjunction with other department Admins to retain and store hard copy and electronic files
• Produce, review and revise miscellaneous creative service projects including PowerPoint presentations and Adobe, Word and Excel files, conducting market research as needed
• Field and direct incoming calls and business guests; answer the phone lines of executives as directed
• Perform personal assistant duties upon request, including but not limited to lunch and coffee runs, bank deposits, dry cleaning pick-up, gift shopping, assisting with personal and family travel, etc.
• Support other executives as needed; provide back-up support for other department Admins as requested
• Serve as one of Suite 575’s Notary Publics, authenticating and witnessing the signatures of multiple legal documents, approved by and in conjunction with our internal and external legal teams
• Regularly monitor and maintain office appearances, including conference rooms, break rooms, copy rooms, common areas, and PH offices and workstations
• Assist with internal event coordination, including cross-company events, in conjunction with the Administrative Services team, various vendors and contractors
• Other duties as assigned
• Position is non-exempt and eligible for overtime as directed by law.
REQUIRED EDUCATION, SKILLS AND ABILITIES
• Bachelor's degree or equivalent experience in the professional workforce
• Ten-fifteen years of experience in an administrative role supporting multiple senior and executive level staff
• Advanced proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint), and a strong understanding of Adobe Acrobat; experience with Expensify and/or Yardi a plus
• Advanced proficiency in a wide range of basic computer/smart phone skills and digital tools is essential
• Exceptional interpersonal, written and verbal communication skills with the ability to foster good working relationships at every level within the company.
• Possesses excellent multi-tasking and organizational skills and pays close attention to details
• Excellent planning, presentation and organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
• Sound problem-solving skills with solid decision-making capability and emotional maturity
• Adaptable to competing demands, and ability to demonstrate the highest level of customer/client service
• Demonstrated self-starter (proactive, taking initiative) and has the ability to achieve high performance goals and meet deadlines in a fast-paced environment
• Ability to work a flexible schedule outside of the core business hours, most often in evenings and early mornings, but occasionally on weekends (all work outside of core business hours will be compensated)
• Ability to lift approximately 15-20 lbs.
• The ideal candidate must possess the ability to think holistically and operate as a business partner, which entails understanding the organization's overarching goals and objectives. They should grasp how individual tasks and decisions contribute to the organization's overall success, anticipating needs, identifying improvement opportunities, and proactively addressing challenges. Strategic thinking and considering the broader context of the work are essential to become trusted partners to and valuable contributors to the organization's success.
• The ideal candidate should consistently uphold and exemplify elevated ethical standards, professionalism, and adherence to company policies and values across all scenarios, encompassing conflicts of interest, confidentiality, honesty, and integrity.
JOB GROWTH OPPORTUNITIES
• Job growth for this senior executive assistant comes from excelling in their role, rather than being guaranteed solely by tenure or title. Advancement opportunities will come from demonstrating exceptional performance, taking on additional responsibilities, pursuing professional development opportunities, and consistently exceeding expectations. By consistently delivering high-quality work, displaying initiative, and actively seeking ways to contribute to the success of the organization, this EA can most certainly position themselves for career advancement and opportunities for growth within the company.
Portman Holdings is deeply committed to building a workplace and global community where inclusion is not only valued but prioritized. We are proud to be an equal opportunity employer, seeking to create a welcoming and diverse environment. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, family status, marital status, sexual orientation, national origin, genetics, neurodiversity, disability, age, or veteran status, or any other non-merit based or legally protected grounds. Portman Holdings is committed to providing reasonable accommodations to qualified individuals with disabilities in the employment application process.