Executive Assistant

Responsibilities

• Manage calendar and schedule meetings
• Make travel arrangements and reservations
• Prioritize and manage multiple projects simultaneously and follow-through on issues in a timely manner
• Create, manage, coordinate, and publish key business materials
• Work closely with a team of Executive Assistants, ensuring strong teamwork and coordination of board, committee, materials, and communications
• Create visuals and presentations for internal and external audiences, draft written communications – from ideas and concepts to finished product
• Cook up large meetings from planning to execution, including venue selection, room reservations, video conferencing, material distribution, catering, communication, and team member gifts (if needed)
• Organize and support annual business planning for leader areas of responsibility
• Communicate and handle incoming and outgoing electronic and written communication
• Manage expense reporting in an accurate and timely manner
• Project management responsibilities as assigned/as develop
• Support and coordinate onboarding of new team members reporting directly to supported executives
• Maintain and create filing systems, organizing paperwork, prioritizing, etc.

Qualifications

• Bachelor's degree preferred but not required
• Minimum of 10 years supporting senior executives in a corporate environment
• Highly proficient in Microsoft Suite (Outlook, Teams, Word, Excel, PowerPoint), ability to learn and become proficient with online portals (NASDAQ Boardvantage) and online survey tools (SurveyMonkey), core infrastructure systems (Oracle), and basic understanding of computer networks
• Consistently maintain a high level of professionalism and confidentiality
• Anticipate needs, problems, critical issues, and opportunities as they arise; along with the capability to creatively problem solve and deliver viable solutions
• Excellent written and verbal communication skills and attention to detail are of vital importance
• Interact with a wide variety of staff and management at all levels in an ever-changing environment while remaining flexible, resourceful, proactive, and efficient
• Unimpeachable degree of confidentiality with sensitive and confidential information, extreme discretion, and prudence is imperative as this role will have access to financial and personnel data
• Able to perform complicated assignments as well as mundane tasks
• A positive attitude, and helpful demeanor are essential
• Adequate active listening skills and effective communication including an openness to diverse input and feedback
• Can comfortably navigate the Internet, filter out pertinent information and provide documentation and summary of research results
• Excellent phone skills