Executive Assistant

Job Summary

The Executive Assistant, working under minimal supervision, provides high level administrative support by applying a thorough understanding of company-wide and departmental operations. The role differentiates contributions by proactively handling the day-to-day needs of the executives and/or board members. This role is responsible for day-to-day activities that support enterprise priorities and uses critical thinking to determine the approach or action to take in non-routine situations. The role acts as a peer leader within the company's administrative professional team.

Job Responsibilities

• Provides administrative support for an executive team member by coordinating administrative details and performing clerical functions, including scheduling meetings, following up on requests from leaders, coordinating travel and logistics, and clarifying and communicating leadership messages, expectations and priorities.
• Serves as a department liaison, acting as link between company leadership, department staff, other business units, customers, and guests to ensure smooth and efficient operations.
• Supports executives and their direct reports by coordinating administrative details and performing clerical functions.
• Manages multiple leader's calendars in a constantly changing work environment.
• Prioritizes and manages conflicting appointments using sound judgment to streamline daily, weekly, and monthly recurring calendar events.
• Performs the gatekeeper and gateway role, provides a bridge for smooth communication between the executives and staff, and directs correspondence from external customers, agents, vendors, contractors, resolving or appropriately escalates routine and complex inquiries from these groups.
• Assists with the preparation and distribution of presentations, documents, reports, and other materials in support of strategic and enterprise priorities.
• Maintains professionalism and strict confidentiality with all materials; exercises discretion when interfacing with business partners.
• Takes meeting notes and prepares correspondence as needed Arranges and participates in executive and leadership team meetings both on and off site through the preparation of agendas, materials, meeting logistics, including facilitation of meeting technology, including WebEx/Teams, to ensure inclusion of both in person and remote meeting attendees.
• Maintains clear and precise communication with leaders during periods of travel, prioritizes communication, provides information, and facilitates or makes timely decisions, focuses on details to ensure that information is clearly communicated and that tasks are accurately completed.
• Manages multiple projects and priorities and initiates follow-up to ensure timely achievement of commitments such as on-boarding of new employees and assisting with training and assimilating new administrative professionals.
• Manages business expense reports and ensures expenses are submitted and approved on a timely basis.
• Educates/trains self on the use of various software to optimize efficiency and outcomes of projects.
• Maintains confidentiality of employee, client, and/or company records and issues.

Job Qualifications

• 3-5 years of experience in Executive Support or a related field.
• High School Diploma or General Education Diploma (GED) and/or commensurate experience.

Behavioral Competencies

• Collaborates
• Customer focus
• Communicates effectively
• Decision quality
• Nimble learning

Location

• Hybrid - defined as working three or more days per week in the office if the employee's residence is within 50 miles of Westfield Center, OH; OR Remote-if the employee resides more than 50 miles from Westfield Center, OH.

Technical Skills

• Typewriting
• Executive Support
• Confidentiality
• Workflow Management
• Computer Literacy
• Budgeting
• Office Administration
• Documentation
• Reporting
• Planning & Scheduling
• Stakeholder Management

This job description describes the general nature and level of work performed in this role. It is not intended to be an exhaustive list of all duties, skills, responsibilities, knowledge, etc. These may be subject to change and additional functions may be assigned as needed by management.