Description

The Executive Assistant provides high-level support for executive management including heavy calendar management and successful coordination of business meetings. They serve as liaison between executives and other departments within organization. They exercise independent judgment in the resolution of administrative problems. They prioritize and manage multiple projects simultaneously with little or no supervision.
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ESSENTIAL DUTIES AND RESPONSIBILITIES
The essential functions include, but are not limited to the following:
• Completes a broad variety of administrative tasks for Executive Management: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
• Handling incoming and outgoing phone and electronic communications on behalf of executive management; routing incoming calls to appropriate party quickly and efficiently
• Arranging travel arrangements and reservations for executive management as needed
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the Executive Management, including those of a sensitive or confidential nature.
• Demonstrating leadership to maintain credibility, trust and support with senior management staff.
• Frequently compose and finalize complex correspondence, legal documents, meeting minutes, reports and other-format documents, using experience and judgment to determine what should be included in each document.
• Manage department records and archiving, including corporate governance and policy and procedure documents.
• Assist with fiscal year budget preparations and forecast

• Using various software applications such as spreadsheets, relational databases, statistical packages, and graphics packages to assemble, manipulate, and/or format data and/or reports
• Maintaining highest level of confidentiality
• Exercising administrative judgment; assuming responsibility for decisions, consequences, and results impacting staff, costs, and/or quality of service within the functional area
• Coordinates activities and special projects for the President, VP and Directors within the department by assigned deadlines. Plans and coordinates interrelated activities effectively according to schedule. Makes request to other areas, allowing them sufficient time to reply; responds quickly in order to ensure efficient coordination of activities.
• Performing other duties as assigned

Requirements

• Experience managing multiple assignments/projects and conflicting priorities with the pressure of short, demanding deadlines in a fast-paced environment
• Ability to follow complex, multi-step procedures to complete tasks
• Basic accounting knowledge preferable
• Proficiency with Microsoft Office Suite, 10-key and (multi-line) phone systems
• Maintain confidentiality as required and appropriate
• Creativity, problem-solving, and effective communication skills are essential.
Education:
• Bachelor’s degree or at least five years’ experience supporting senior staff