Executive Administrative Assistant

Key Responsibilities

• Proactively manage executive calendars, including appointments in multiple time zones.
• Accommodate last-minute changes and urgent business needs as required.
• Provide high-level executive administrative support by conducting research, preparing reports, handling information requests, and performing other administrative functions.
• Prepare, collate, and distribute various reports and requests in a timely and accurate manner.
• Support multiple executives and departmental team members.
• Manage multiple deadlines occurring simultaneously for multiple executives.
• Schedule meetings and appointments, and follow established instructions.
• Coordinate training classes, registration, and preparation of all materials, AVA setup, and other meeting preparation per executive or manager’s request.
• Develop meeting materials/agendas and prepare written data of attendance, etc.
• Reconcile related invoices and expenses for executives.
• Arrange travel and hotel accommodations for executives and visitors as necessary.
• Maintain supply inventories by checking stock to determine inventory levels, anticipating needed supplies, placing, and expediting orders for supplies, and verifying receipt of supplies.
• Open and screen mail directed to supervisor.
• Compose timely and professional responses to inquiries and communicate top priority/urgency to manager and executive.
• May provide clerical and administrative support to department staff per manager or executive’s request.

Essential Functions

• Take and transcribe dictation for all meetings as required.
• Support multiple executives and departmental team members.
• Detail-oriented and high level of organization and communication are required in this role.
• Prepare, collate, and distribute various reports and requests in a timely and accurate manner.
• Screens telephone calls and visitors for executives while directing them to the appropriate parties.
• Provides appropriate and accurate information to callers, requiring detailed knowledge of department’s area of responsibility and general knowledge of company policies, practices, and operations.
• Performs confidential executive administrative functions where errors could have moderate effect on costs, such as typing, proofing, and assembling reports or proposals for customers or outside agencies and taking, transcribing, and distributing minutes of important meetings.
• May provide clerical and administrative support to department staff per manager or executive’s request.
• Maintains a high degree of confidentiality on all sensitive information this position is privy to.
• May maintain supply inventories by checking stock to determine inventory levels, anticipating needed supplies, placing, and expediting orders for supplies, and verifying receipt of supplies.
• Composes timely and professional responses to inquiries and ascertains which items are of top priority/urgency and communicates to manager and executive accordingly.