Executive Administrative Assistant

Role Summary

The Executive Administrative Assistant will provide advanced technical support administrative support to one (or more) executives. This position will be responsible for preparing routine, advanced and technical correspondence; evaluating, creating and modifying best practice standards; and collecting information for routine and non-routine inquires or reports. This position is also will also oversee the office, including lease, parking and supplies.

Key Role Responsibilities - Core

• Provides routine administrative support to one (or more) managers or functions; includes activities such as managing calendars, planning meetings and events, making travel arrangements, preparing expense reports, printing, filing, etc.
• Provides administrative support such as processing and distributing incoming mail, maintaining records and filling systems.
• Planner and schedules appointments and meeting logistics, including making travel arrangements, preparing expense reports.
• Processes and distributes incoming communications (e.g., mail, email, phone, fax, etc.) in a timely manner and responds to routine requests that do not require the supervisor’s attention.
• Provides switchboard relief and/or additional administrative support to other functions to help meet business and staffing needs.
• Demonstrates a positive and professional attitude, maintaining composure under pressure.
• Affirms priorities and competing demands and adjusts allocation of time and resources to increase efficiency and effectiveness.
• Shares subject matter expertise in order to support teamwork and deliver results.
• Demonstrates willingness and ability to work collaboratively and cross-functionally to obtain information or solve problems in support of the team’s goals.
• Exercises discretion and integrity with highly confidential and sensitive information.

Key Role Responsibilities - Additional

• Provides advanced and technical administrative support, including preparing complex and custom reports and documents for internal and external distribution.
• Applies knowledge of systems and processes to evaluate current best practice standards and suggests changes to continually improve and streamline processes.
• Provides support to other work programs within a region or function, dependent upon business needs.
• Facilitates and coordinates meetings with internal customers including the proactive review of calendars and upcoming events and coordinates to ensure preparedness for meeting various business needs such as meeting logistics, presentation preparation, meeting materials, travel plans, distribution of expected reports, etc.
• Affirms priorities and competing demands and adjusts allocation of time and resources to increase efficiency and effectiveness.
• Uses a variety of systems (such as Cosential, Image and Workflow, internal portal, etc.) to obtain necessary information and to support efficiency and productivity in the role.
• Responds to business needs and requests from various stakeholders, often with limited information. Takes steps to gather knowledge and information necessary to complete non-routine and/or complex tasks.
• Reconciles Visa statements and ensures correct charge codes are entered into the statements.
• Participates in the selection process for administrative positions, dependent upon the work program and business needs, and shares subject matter expertise (including developing training materials) in order to support teamwork and deliver results.
• Supervises the receptionist role, has responsibility for to schedule phone relief.
• Demonstrates positive approaches to adapting to change.
• Supports corporate and work program change initiatives.
• Demonstrates commitment to the highest standards of customer satisfaction by displaying courtesy and sensitivity and responding promptly to customer needs.
• Manages difficult or emotional customer situations promptly and efficiently.
• Mets client commitments, recognizes and acts upon service opportunities.
• Solicits and applies feedback to improve quality and service.

Knowledge, Skills & Abilities

• Proficiency in MS Office – Advanced.
• Ability to perform work accurately and completely, and in a timely manner.
• Communication skills, verbal and written.
• Ability to conduct effective presentations – Intermediate.
• Organizational skills – Advanced.
• Ability to deliver quality through attention to detail – Advanced.
• Ability to learn and use a variety of software, tools and systems necessary to meet business needs – Advanced.
• Demonstrated knowledge of organizational structure and available resources – Advanced.
• Ability to quickly and effectively solve complex problems – Advanced.
• Thorough knowledge of administrative, office and general accounting procedures and standards – Advanced.
• Ability to build relationships and collaborate within a team, internally and externally.
• Experience in marketing / graphic design (Preferred).

Education

• High School Diploma or GED (Required).
• Associate’s degree in office administration or related field (Preferred).

Experience

• 5+ years administrative support experience (Required).
• 2+ years executive administrative support experience (Preferred).

Benefits Information

The benefits package aligned to this position is Professional Non-Union. Please click the link below for more details. Click here for benefits details.