What are the responsibilities and job description for the Executive Administrative Assistant position at Avacend Inc?
Skills Required/Experience
- Calendar Management: Managing Director’s calendar and daily schedule to include prioritizing conflicting meeting requests, tracking action items and commitments of executive and following-up to ensure completion. This will require exceptional organization skills, juggling multiple priorities and keeping a busy executive on track and on schedule.
- Event Speaking Engagement Coordination: Managing a running list of Director’s engagements and works closely with communications team to ensure content needs are understood and set in motion so the Director is prepared for each engagement.
- Meeting Planning and organizations: Assisting Director in planning and organizing meetings by taking responsibility for assembling the agenda, location, accommodating technology requirements based upon participant needs, and all other meeting logistics. May further prepare meeting briefing documents by taking and disseminating notes and formulating post meeting action item list.
- Travel Briefing Preparation: Creating travel packs for domestic/international trips. This work includes combining all event information in addition to coordinated logistics of travel and also customer/team asks.
- Travel and Expense Management: Responsible for making in-depth global travel arrangements for Director and managing expenses.
- Special Projects: Providing analytical support to assist Director on special projects. Researching issues, analyzing problems, compiling data, and preparing reports.
- Confidentiality: Candidate will deal professionally with highly sensitive and confidential matters and materials.
In addition to general administrative duties of an Administrative Assistant, daily tasks are carried out at a higher level of complexity. Specifically, the critical behaviors of this role are:
- To be self-motivated and proactive around needs of the Director and the Organization
- To be able to work with limited direction and have a take-charge attitude
- To be able to operate successfully with limited direction and ambiguity
- Use tact, diplomacy and a practical knowledge of company policies, practices and procedures
- Responsiveness to all levels of inquiry
- Keep the big picture in mind when making independent decisions that affect the Director calendar
- To be organized and efficient with their own time
- To be able to think creatively and calmly when it comes to quick and unplanned changes in schedule
Our minimum requirements for this role:
- Preferred: AA/AS or equivalent experience; past work experience in the high-tech industry.
- Expert level knowledge of Windows desktop computer applications: Word, Excel, and PowerPoint.
- Experience in planning meetings and coordinating travel.
- Ability to navigate web and email at high competency knowledge.
- Ability to multi-task.
- Excellent verbal and written communication skills including the ability to communicate with all levels of Executive/Senior staff and clients.
- Generally receives no instruction on routine tasks and very little instruction on new projects.
- Works in an organized and disciplined manner. Detail oriented.
- Advanced desktop calendar management program experience.
***Executive Admin Assistant** Please see attachment for official description.
Conduct research, prepare correspondence, expense and statistical reporting.
Schedule travel, appointments and meetings.
Supervise clerical staff. Screen phone calls, emails, mail and visitors; route and resolve information requests.
Coordinates space and office organization, and special projects. 5 years of experience are required.
Candidates must meet the minimum requirements outlined:
1. Be able to schedule and coordinate calendar events
2. Scheduling and coordinate team events
3. Proficient in MS Office apps (Outlook, Powerpoint, Excel, etc)