Executive Assistant

Primary Duties

• Manage the calendar of the assigned Executives, scheduling and rescheduling items as necessary due to priority, need, urgency, and conflicts, including but not limited to quarterly executive meetings, senior management meetings, one on one meetings with Executive and direct reports, celebrations for service milestones, etc
• Cook up logistics of meetings and events of the assigned Executives, including but not limited to organizing food orders and A.V. equipment set up
• Keep assigned Executives apprised of upcoming meetings, commitments, and responsibilities at all times
• Act as a gatekeeper for the assigned Executives, managing their time properly, including but not limited to preventing unnecessary drop ins, probing for the reasoning for meeting requests and resolving one’s self, re-assigning to a more appropriate party, or tabling issue until next regularly scheduled meeting if appropriate
• Cook up all travel arrangements for the assigned Executives, including but not limited to making reservations, gathering driving directions/maps/parking details, checking the weather to determine if flying or driving is more appropriate, printing boarding passes, changing or canceling reservations when necessary, etc
• Prepare expense reports, reconcile credit card statements, process and submit medical claims to expedite reimbursements for assigned Executives
• Manage the assigned Executive’s budgets, assisting in creating the annual budget by gathering the detail of how much was spent the previous year on certain line items to use to project cost for next year’s budget, ensuring all costs are coded properly when invoices or expense reports are submitted for approval, moving costs out of budget and into another budget when coding is processed incorrectly, confirming that time is charged as allocated, etc

Qualifications

• Exceptional communication and interpersonal skills
• Demonstrated ability to be resourceful, work independently and exercise good judgment and decision making skills
• Ability to act assertively and diplomatically on behalf of Executive and Company in a professional and poised demeanor
• Advanced Office/Administrative Support and Equipment Operation Skills
• Advanced Analytical, Project/Process Management, and Computer/Technical Skills
• Advanced Powerpoint, Word, Excel, Outlook Skills