Executive Assistant

About the role

Performs executive duties for AVP, VP, or Executive while maintaining the strictest confidentiality and utmost discernment.

Responsibilities

• Maintain strictest confidentiality at all times and in all situations.
• Provides proactive support, taking initiative to ensure smooth workflow and efficiency. Performs special projects as requested by AVP, VP, or Executive(s).
• Actively engages with the support community, including attending meetings, events, and professional development opportunities.
• Communicates and escalates unresolved issues to Executive leaders.
• Supports 1-4 AVP, VP, or Executive leaders.
• Performs complex administrative duties including, but not limited to, maintaining AVP, VP, or Executive’s CV, responding on behalf of Executive when necessary, composing correspondence, and coordinating resources across corporate functions.
• Captures and coordinates all aspects of domestic and international travel for AVP, VP, or Executive(s).
• Manages large departmental events such as All Hands.
• Delegates assignments to support colleagues (under the leadership of the AVP, VP, or Executive).
• Coordinates travel, catering, agenda, and details of departmental events.
• Pairs with AVP, VP, or Executive(s), HR, and Talent Acquisition to assist with recruiting, selecting, orienting, and hiring new support community colleagues.
• Serves as a mentor and trainer for new support colleagues within the department. Facilitates job shadowing, training, and onboarding of newly hired support colleagues.
• Manages and ensures appropriate administrative coverage within the department.
• Takes the lead on other support community resources (i.e., document library, SharePoint maintenance, etc.).
• Develops and maintains the roles and responsibilities for administrative support throughout the company.
• Maintains corporate policies related to administrative functions under the guidance of Executives.
• Ensures completion and submission of Conflict of Interest (COI) disclosures for AVP, VP, or Executive’s events, publications, abstracts, etc.
• Uploads applicable contracts into Conga for institutional review by legal team; facilitates correspondence between legal, internal, and external stakeholders, and Executive, to ensure contracts are executed before AVP, VP, or Executive engagement and to ensure compliance.
• Submits eSAF and ServiceNow tickets on behalf of AVP, VP, or Executive(s) as needed.
• Delegates access for AVP, VP, or Executive’s Workday, ADP Timekeeping, and ServiceNow.
• Tracks and records AVP, VP, or Executive’s billable time for contracted activities; corresponds with finance team during the invoicing process, as needed.
• Expense Management: Utilizes SAP Concur to upload receipts and file expense reports; track and make corrections, if needed, until the report is approved for payment.
• Maintains and updates AVP, VP, or Executive’s presentations, as needed, ensuring accuracy, professionalism, and attention to detail.
• May assist with proofreading, editing, and submitting manuscripts, abstracts, articles, and other publications, including interview transcripts.
• Liaison between internal and external stakeholders to schedule and support meetings (onsite and virtual).
• Coordinates complex executive meetings using sound judgment to prioritize the Executive’s time.
• Reviews AVP, VP, or Executive’s correspondence for urgent issues and escalates as needed.
• Schedules and hosts video conferences via Microsoft Teams and manages Conference Center reservations.
• Schedules and maintains AVP, VP, or Executive’s task list, as requested.
• Coordinates membership renewal, conference/meeting registration, speaking engagements, etc.
• Submits and facilitates IT tickets until completed and/or resolution of issue(s) is reached.
• Manages interview and onboarding processes for AVP, VP, or Executive’s Direct Reports, including onboarding materials, required system access(es), and necessary permissions.
• Attends meetings as assigned by AVP, VP, or Executive and reports on actions.
• Participates in educational activities and programs where appropriate.
• Manages Staples and Amazon business accounts for AVP, VP, or Executive’s needs.

Requirements

• Strong knowledge of general management principles and administrative processes.
• Ability to work collaboratively with senior executives and cross-functional teams, effectively managing relationships and driving outcomes.
• Proactive problem-solving skills, with the ability to identify issues and provide creative solutions.
• Strong organizational and time management skills, with the ability to prioritize tasks and meet deadlines.
• Extensive experience in a senior-level executive support role, demonstrating a deep understanding of general management principles and organizational policies and procedures.
• Proven ability to handle complex administrative duties, including composing correspondence, coordinating resources, and managing executive schedules.
• Excellent communication skills, both written and verbal, with exceptional grammar, spelling, and punctuation.
• Strong attention to detail and ability to maintain strict confidentiality.
• Proficient in using relevant software and tools, including Microsoft Office suite and presentation software.
• Ability to multitask in a fast paced, high stress environment is essential.
• Ability to work effectively with staff, and other internal and external sponsors and agencies.
• Experience multi-tasking in a fast-paced, high stress environment is essential.
• Experience with organizational policies and procedures, administrative procedures, expense reports, other financial reconciliations.

Qualifications

• Bachelor Degree completion is highly preferred, however, experience may be substituted for education
• 3+ years relevant work experience in a related role utilizing MS Office products, including Word, Excel, PowerPoint
• 3+ years relevant work experience utilizing SharePoint, Adobe, and Concur is highly desired
• Experience multi-tasking in a fast-paced, high stress environment is essential
• Ability to work effectively with staff, and other internal and external sponsors and vendors
• Experience with organizational policies and procedures, administrative procedures, expense reports, other financial reconciliations