Executive Assistant

The Executive Assistant will perform a variety of administrative tasks aimed to optimize the time and performance of a manager or employees of a department; higher level roles will work for higher level managers or departments. Tasks may involve acting as a first point of contact, dealing with correspondence and phone calls, managing diaries, organizing meetings and appointments, preparing documents or reports, and controlling access to the manager/executive, and participating in projects. May involve dealing with confidential information. This role will support two SVP’s.

Traits/Attributes/Expectations

• Ability to understand executive’s goals and associated work products

• Leverage understanding of goals/work to anticipate needs

• Takes initiative to resolve or plan according to support success of executive and team/goals

• Consumer first orientation

• Follow-through

• Ability to escalate appropriately if issues cannot be independently resolved

• Ability to prioritize/reprioritize

Duties/Responsibilities

This job description captures the highlights of the role and is not intended to be an exhaustive list of the duties that an Executive Assistant will perform.

• Exercises independent judgement on priorities, sensitive matters, and stakeholder communications

• Handles highly confidential and sensitive information with absolute discretion

• Manages complex, multi-leader calendars with competing priorities

• Protects executive time by triaging requests and aligning meetings to strategic goals

• Prepares leaders with agendas, briefing materials, and decision context 

• Navigates complex organizational structures to move work forward

• Prepare tailored letters, emails, and more complex reports and agendas and minutes of meetings for approval by the Executive.

• Produce, update, and provide best practice support on complex Microsoft documents, databases, and other departmental systems, advising colleagues as needed and using expertise to help improve processes.

• Prepare moderately complex documents using a variety of applications for technology devices, such as standard office software. Also responsible for gathering and summarizing data for reports.

• Arrange venues, equipment, catering, accommodations, and travel for participants arriving from various locations to ensure the smooth running of medium-scale events.

• Identify, within the team, instances of noncompliance with the organization's policies and procedures and/or relevant regulatory codes and codes of conduct, reporting these instances and escalating issues as appropriate.

• Answer the telephone and assist callers or those making a broad range of inquiries by email or mail or other means with any requests for information, directing more complex matters to colleagues as necessary.

• Initiate contact internally and externally on a regular basis to convey requests, provide instructions, or obtain information on behalf of a senior colleague.

• Receive visitors and respond accurately and promptly to a broad range of questions and issues raised.

• Gain or maintain external professional accreditation, where relevant, to improve performance and fulfill personal potential.

• Develop and maintain an understanding of relevant technology, external regulation, and industry best practices through ongoing education, attending conferences, and reading specialist media.

Education/Experience

• High school diploma

• Three or more years of Executive Assistant experience

• Excellent writing skills

• MS Office