Executive Assistant, EVP/COO

About the role

Join us and create a higher standard for a better world. This role is responsible for providing executive level and administrative support to the executive office through high level problem solving and decision making. This individual will work directly with the organization’s EVP/COO, other C-suite executives, senior leadership and board / committee members to advance the enterprise and organizational-level mission, strategy and objectives. The role requires professionalism with a demonstrated record of enabling executives to carry out their duties with high effectiveness and efficiency while contributing to the success of the overall executive team. This role requires experience and judgment to plan, accomplish goals and meet deadlines. This is a highly visible position, representing the executive office and the organization to all internal and external stakeholders.

Responsibilities

• Create and edit agendas, presentations, reports, business plans and objectives on a recurring basis, and coordinate other correspondence, documents, spreadsheets and presentations based on executive expectations.
• Flexibly manage busy calendars for the EVP/COO through effective prioritization and scheduling of meetings.
• Proactively handle necessary tasks to identify and manage conflicts in advance of future scheduled events, travel arrangements, and changes in priorities.
• Monitor deadlines, track progress toward task completion and communicate when there are concerns.
• Coordinate business itineraries, travel arrangements (domestic and international), conferences, meetings and other business functions, including registration for conferences, proper documentation (i.e., visas, itineraries, representation letters, etc.) and changes as needed.
• Handle ordering of meals and refreshments as appropriate.
• Partners with other assistants to ensure seamless operations of the organization.
• Provide direct support to the EVP/COO and Board of Directors and related committees, including communication and problem resolution.
• Manage Board meeting logistics, including vendor negotiations, creating agendas, writing minutes, recording actions and conducting follow-up to ensure completion within designated deadlines and all Board related activities including communications with all Board members.
• Contribute to the achievement of organizational goals. Manage multiple projects simultaneously. Build cross-functional relationships between departments.

Requirements

• Bachelor's degree in Business, Communications or related field or Associates degree with years of experience
• At least 6+ years experience in an Executive Assistant capacity to a senior executive, preferably VP-level and higher or an equivalent combination of education and experience
• Travel planning (domestic/international) and appointment scheduling experience
• Meeting planning experience
• Advanced proficiency in MS Office software (Outlook, Word, Excel and PowerPoint), MS Teams, WebEx, Concur (or similar)
• Possess a positive professional attitude, committed to excellence and able to independently execute
• Demonstrate experience in handling confidential information and discretion in dealing with proprietary information and deals
• Show high attention to detail and high quality work product
• Show strong ability to multi-task, independently prioritize, and meet project deadlines as scheduled
• Show excellent oral, listening and written communication skills - speaks clearly and persuasively in positive or negative situations
• Work effectively under stress and able to positively manage frequent change, delays, pressure or unexpected events
• Show demonstrated excellent organizational skills
• Show excellent levels of interpersonal skills and diplomacy with strong political and cultural awareness
• Show strong ability to balance team and individual responsibilities; gives and welcomes feedback; supports everyone’s efforts to succeed
• Communicate effectively on projects
• Show respectful behavior and works effectively in interactions with all levels of the organization and external partners
• Samples of volunteering readily; takes independent action and asks for and offers help when needed
• Identifies and resolves problems in a timely manner; develops alternative solutions; works well in group problem-solving situations and is willing to make decisions
• Handles budget responsibilities including Executive Office development and monitoring

Skills

• Advanced proficiency in MS Office software (Outlook, Word, Excel and PowerPoint), MS Teams, WebEx, Concur (or similar)
• Travel planning (domestic/international) and appointment scheduling experience
• Meeting planning experience
• Confidentiality and discretion in dealing with proprietary information and deals
• Attention to detail and high-quality work product
• Multi-tasking and prioritization skills
• Effective communication skills
• Political and cultural awareness
• Organizational skills
• Interpersonal skills
• Volunteering and taking initiative
• Problem-solving and alternative solution development
• Team and individual responsibility management
• Project management
• Financial management (Executive Office development and monitoring)

Benefits

N/A

Pay

N/A

Schedule

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