Executive Assistant

About the role

The Executive Assistant provides high-level administrative support for the Chief Executive Officer of Miller Valentine to ensure that the day-to-day administrative operations are efficient, organized, and productive. The ideal candidate will have previous experience working in an office environment, performing administrative duties and providing support to Senior Executive level leadership for at least 5 years.

Responsibilities

• Cook up and format, edit and finalize reports, documents, email communications with a high degree of accuracy
• Understand the needs of the business and priorities with minimal guidance in order to manage the flow of information and requests to the CEO and other executives
• Formulate action plans and work schedules that meet priorities and deadlines of the CEO and ensure follow through and communication to departments or individuals as needed
• Maintain a list of rolling action items for all active and upcoming projects, priorities, and requests to maximize efficiency and organization of CEO time in review
• Screens and filters all incoming telephone calls and voicemails for the CEO
• Provide thorough travel coordination management and support for the CEO, Partners, Executives, and Advisory Board
• Manage all expense reconciliation needs for the CEO and other executives
• Propose new and efficient ways to create work processes to help maximize your executives' time
• Aid in or perform necessary research and reporting for various projects. Ensure that data is prepared and presented accurately
• Aid in establishing, implementing & supporting effective processes
• Responsible for management of document storage to include proper record keeping, confidentiality and efficient response time in retrieving information
• Responsible for organization of various Committee meetings to include concise and accurate preparation & distribution of agenda & meeting minutes
• Summarize and accurately record key items of discussion from meetings as requested

Qualifications & Experience

• 7-10 years of professional experience with 5 years of successful administrative support for Senior Executives preferred
• Bachelor’s Degree in Business Administration preferred. Will consider candidates from other degree background and/or Associates or High School/GED with equivalent years of experience
• Strong time-management skills and the ability to organize and coordinate multiple projects at once
• Highly proficient in Microsoft Office (Word, Excel, PowerPoint, and Outlook)
• Aptitude to learn new software and systems
• Highly proficient in communication platforms; Microsoft Teams, Zoom
• Exceptional organizational and interpersonal skills required
• Ability to deal with confidential and highly-charged issues, both internally and externally
• Exceptional ability to follow up and follow through
• Capable of training and advising others effectively
• Quick to grasp new systems, processes, or market sectors
• Proficiency in numerical calculations, including discounts, percentages, and basic algebraic concepts
• Capacity to analyze problems, gather data, and make informed decisions based on factual evidence, while also interpreting technical instructions