Executive Assistant Division President

Responsibilities

• Holds responsibility for performing advanced tactical and strategic administrative support tasks for upper executive-level employees of the organization, and is recognized as the top administrative employee in the department or division.
• Handles advanced administrative duties like key records maintenance, compiling data for reports, preparing expense reports, preparing executive briefings etc.
• Takes ownership of executives' calendars, scheduling complex meetings, proactively resolving calendar conflicts, and prioritizing appointments; prepares or collects detailed meeting agendas, takes minutes, follows up on action items, and anticipates and plans ahead for future scheduling needs.
• PARTNERS WITH THE CHIEF OF STAFF ON PLANNING AND PRIORITIZATION; PROACTIVELY COLLECTS MEETING AGENDAS AND BRIEFING DOCUMENTS, AND PROVIDES SCHEDULING AND PREPARATION RECOMMENDATIONS.
• ACTS AS A GATEKEEPER, SCREENING AND PRIORITIZING PHONE CALLS AND EMAILS, AND RESPONDS TO ROUTINE INQUIRIES AND DRAFTS RESPONSES ON BEHALF OF EXECUTIVES.
• MANAGES AND BOOKS ALL ASPECTS OF EXECUTIVE TRAVEL (AIR, HOTEL, GROUND TRANSPORTATION, ITINERARIES), INCLUDING INTERNATIONAL TRIPS, VISA APPLICATIONS, AND TRAVEL BUDGETS, AND ADDRESSES LAST-MINUTE CHANGES AND EMERGENCIES.
• HANDLES SENSITIVE AND CONFIDENTIAL INFORMATION WITH DISCRETION AND MAINTAINS STRICT CONFIDENTIALITY PROTOCOLS.
• GENERATES STATISTICAL AND ANALYTIC REPORTS FOR UTILIZATION BY THE ORGANIZATION FOR STRATEGIC PLANNING IN THE ADMINISTRATIVE FUNCTION, AND PREPARES PRESENTATIONS WITH RELEVANT INSIGHTS FOR THE EXECUTIVES.
• ACTS AS A PRIMARY POINT OF CONTACT BETWEEN UPPER EXECUTIVE-LEVEL EMPLOYEES OF THE ORGANIZATION AND INTERNAL/EXTERNAL STAKEHOLDERS.
• SUPPORTS EMPLOYEE ENGAGEMENT AND TEAM OPERATIONS BY COORDINATING TEAM COMMUNICATIONS, EVENTS, AND OTHER ACTIVITIES THAT STRENGTHEN COLLABORATION AND CULTURE.
• DEMONSTRATES A TEAM-PLAYER MINDSET BY COLLABORATING ACROSS THE ORGANIZATION, PITCHING IN TO SUPPORT THE BROADER TEAM, AND SHARING INFORMATION PROACTIVELY TO ENABLE SMOOTH EXECUTION.
• CORROBORATES ADMINISTRATIVE WORK WITHIN THE DEPARTMENT/DIVISION, WHILE WORKING WITH OTHER DEPARTMENTS/DIVISIONS AND COMPANIES.
• COACHES ENTRY-LEVEL EXECUTIVE ASSISTANTS OR ADMINISTRATIVE SUPPORT STAFF OF THE ADMINISTRATIVE SERVICES DEPARTMENT.

Requirements

• Recommended High School Diploma/General Education Diploma (GED)/Higher Secondary education or commensurate work experience or demonstrated competence.
• 8+ years of related work experience, preferably in senior/advanced general administrative support, office services, or a related field.

Skills

• Administrative Support
• Calendar Management
• Customer Relationship Management
• Event Planning
• Executive Information Systems
• Expense Reports
• Microsoft SharePoint Office
• Equipment
• Office Management
• Office Supply Management
• Organizational Charts
• Proofreading
• Purchasing
• SAP Concur (Travel And Invoice Software)
• Taking Meeting Minutes
• Travel Arrangements
• Cross-Org Skills
• Effective Communication
• Results Orientation
• Learning Agility
• Digital Fluency
• Customer Centricity
• Impact & Scope

Benefits

• Health insurance
• Dental insurance
• Vision insurance
• Long term/short term disability insurance
• Employee assistance program
• Flexible spending account
• Life insurance
• Generous time off policies, including:
• 4-12 weeks fully paid parental leave based on tenure
• 13 paid holidays
• 15 days paid time off (US benefits overview)