Executive Assistant

Responsibilities

• Completes a broad variety of administrative tasks, including managing an active calendar of appointments; completing expense reports; composing and proofreading correspondence that are sometimes confidential.
• Maintains and arranges complex travel plans, itineraries, and multiple agendas.
• Manages documents for travel-related meetings.
• Manages priorities to ensure important items are being completed in a timely manner.
• Aids in the planning and organization of corporate events, as requested.
• Safeguards open communication for smooth communication, demonstrating leadership to maintain credibility, trust, and support with senior management staff.
• Organizes monthly reporting for efficient and timely review.
• From time-to-time and as time allows, assists other senior staff with tasks like those performed for the Executives.
• Takes detailed notes and meeting minutes for conference calls and executive meetings as required, including personal details of intended counterparties as needed.
• Effectively completes aspects of deliverables with a hands-on approach, consisting of drafting acknowledgement letters, private correspondence, and other tasks that simplify the Executive team’s ability to effectively focus on their role.
• Ensures all work is done on time and to a high-quality standard.
• Maintains confidentiality of all corporate, personnel and research matters.
• Provides backup Executive Assistant support for CEO and Legal department members as needed.

Qualifications / Requirements

• 10+ years in professional/executive level administrative assistant position.
• Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), and Adobe Acrobat.
• Strong knowledge of expense management system.
• Direct and successful experience supporting multiple C-Level executives.
• Personable and even tempered; capable of handling a high stress environment.
• Adjustable to a fast paced, demanding work environment where priorities frequently change.
• Able to set priorities, multi-task and meet multiple daily deadlines.
• Strong delivery and communication skills both written and verbal.
• Able to take initiative, work independently and creatively with strong organizational and task management skills.
• Demonstrated excellent calendar management skills, including the coordination of complex executive meetings and travel.
• Able to work well with all levels of management and staff.
• Flexible and the ability to work beyond regular hours as needed.