Executive Assistant

Job Summary

The Executive Assistant is responsible for providing advanced level administrative support to a Vice President and/or Senior Vice President by gathering information, preparing statistical reports, handling information requests, and performing various other clerical functions such as drafting and preparing correspondence, receiving visitors, scheduling meetings, and arranging travel and conference calls.

Essential Job Functions & Accountabilities

• Assists in daily business affairs including coordination and execution of administrative projects.
• Captures and analyzes information to prepare reports.
• Coordinates scheduling for internal and external meetings, travel plans, conference calls, and day-to-day activities for executives.
• Coordinates and directs office services, including assistance with budget preparation and personnel matters, to aid executives.
• Apprises executives of situations affecting their respective areas of responsibility and makes recommendations to assist with coordination of daily office operations.
• Prepares agendas, notices, minutes, and resolutions for meetings and coordinates follow-up with meeting participants on tasks and issues as appropriate.
• Performs confidential administrative functions, including preparing confidential correspondence, reports, and other complex documents.
• Responds to and routes incoming phone calls, which includes screening and prioritization, to appropriate areas as needed.
• Organizes programs, events, meetings, or conferences by organizing facilities and caterers, issuing information or invitations, reviewing event vendor contracts for specified services, and monitoring budgets.
• Exercises a high degree of initiative in resolving problems and developing recommendations and solutions to complex issues.
• Initiates preventive actions as required in the absence of the executive.

Qualifications

• High School Diploma, GED, or equivalent.
• 2+ years as a Senior Administrative Assistant or Executive Assistant.
• Bachelor’s Degree or business college preparation preferred.