Executive Assistant (CA based)

About the role

Manage executive's meetings and activities, schedule meetings on own authority, prepare and compile materials, and follow up on meeting action items.

• Field calls and inquiries, and handle routine and non-routine matters as appropriate.
• Focal point/liaison for executive's direct reports and others throughout the company on projects and requests.
• Organize, prioritize, and manage information flow, including incoming mail and other correspondence.
• Prepare and revise correspondence, track and follow up as appropriate.
• Review outgoing materials for accuracy, format, conformance with company policies/procedures, internal consistency; ensure proper approvals have been obtained before routing.
• Maintain files.
• Schedule and coordinate on- and off-site meetings for small or large groups of varying nature/scope, including negotiating with vendors, scheduling, travel arrangements for participants, etc.
• Provide administrative and meeting planning support for trade shows (e.g. RSNA) including scheduling of booth activities, hospitality, etc.
• Compile and research data for report preparation.
• Create, maintain, update, and reconcile detailed analyses for reports required or requested by executive management.
• In executive's absence, coordinate requests and perform timely follow-up.
• Coordinate and manage executive's travel activities, which may include foreign business travel.
• Ensure the executive has most updated and accurate information and data available and needed.
• May be focal point or liaison on legal and Human Resources issues.
• May provide support and assistance for other executive staff, Board of Directors, Japanese staff, other TMS companies, etc.
• Handle sensitive, highly confidential, and critical issues related to the business and the efficient operation of supporting an executive.

Responsibilities

• Manage executive's meetings and activities, schedule meetings on own authority, prepare and compile materials, and follow up on meeting action items.
• Field calls and inquiries, and handle routine and non-routine matters as appropriate.
• Focal point/liaison for executive's direct reports and others throughout the company on projects and requests.
• Organize, prioritize, and manage information flow, including incoming mail and other correspondence.
• Prepare and revise correspondence, track and follow up as appropriate.
• Review outgoing materials for accuracy, format, conformance with company policies/procedures, internal consistency; ensure proper approvals have been obtained before routing.
• Maintain files.
• Schedule and coordinate on- and off-site meetings for small or large groups of varying nature/scope, including negotiating with vendors, scheduling, travel arrangements for participants, etc.
• Provide administrative and meeting planning support for trade shows (e.g. RSNA) including scheduling of booth activities, hospitality, etc.
• Compile and research data for report preparation.
• Create, maintain, update, and reconcile detailed analyses for reports required or requested by executive management.
• In executive's absence, coordinate requests and perform timely follow-up.
• Coordinate and manage executive's travel activities, which may include foreign business travel.
• Ensure the executive has most updated and accurate information and data available and needed.
• May be focal point or liaison on legal and Human Resources issues.
• May provide support and assistance for other executive staff, Board of Directors, Japanese staff, other TMS companies, etc.
• Handle sensitive, highly confidential, and critical issues related to the business and the efficient operation of supporting an executive.

Requirements

• Demonstrated poise, tact, judgment, and diplomacy in handling sensitive, highly confidential and critical issues related to the business and the efficient operation of supporting an executive.
• Demonstrated business acumen and savvy, including understanding and knowledge of the operations and protocols of a large corporation, functional responsibilities and general operating requirements.
• Excellent and effective communication skills: business writing, editing, grammar, and proofreading skills; strong verbal and interpersonal skills.
• Demonstrated and positive professionalism in demeanor and interactions with all levels within the organization.
• Strong proficiency utilizing standard office software, including Microsoft Word, Excel, PowerPoint, etc.
• Demonstrated excellence and ability to effectively juggle competing tasks and demands; proactively anticipate needs; establish and shift priorities; and meet conflicting or changing deadlines.
• Ability to meet work demands (overtime, etc.), often without notice.
• Strong detail orientation, proactive approach, and follow up skills.
• Ability to work independently and collaboratively.

Qualifications

• 4 Year / Bachelor's Degree or Degree in business or related field, or equivalent.
• 7 years professional administrative support experience including support at a senior or executive level.

Benefits

Commensurate with experience.

Pay

Min Salary $73,200 to Max Salary $117,800 (annual equivalency); DOE