Executive Assistant - Senior and Vice President Pool

About the role

This executive administrative role supports multiple Vice Presidents and/or Senior Vice Presidents, enabling them to carry out their duties with high effectiveness and efficiency. The position requires strong judgment, self-motivation, and the ability to prioritize tasks in a fast-paced environment, along with diplomacy and political awareness.

Responsibilities

• Communicate effectively both in person and virtually with all levels of the organization, handling internal and external correspondence on behalf of assigned management.
• Maintain executive calendars, including scheduling meetings, conference room reservations, and audio/visual equipment as needed.
• Prepare for meetings by creating, organizing, and distributing materials; attend meetings to take notes without participating.
• Provide secretarial support such as typing, word processing, transcribing, proofreading, and minor calculations for reports and presentations.
• Use Microsoft products to create and revise spreadsheets, presentations, and other files.
• Schedule travel, manage itineraries, and process expense reimbursements.
• Receive visitors and calls, directing inquiries appropriately based on departmental policies and procedures.
• Maintain hardcopy and online correspondence and administrative files.
• Serve as the point of contact for department organization, coordinating team events, new employee onboarding, and supply management.
• Work with IT to fulfill technology and system requests.
• Keep executives informed of upcoming commitments and responsibilities, reviewing and prioritizing information and inquiries.
• Make high-level contacts inside and outside the organization, addressing inquiries with sensitivity to formal clearance and organizational protocols.

Education

• Required: High School diploma or GED
• Preferred: Associate’s degree or Bachelor’s degree

Experience

• Required: 5 years in a secretarial, administrative, or executive assistant role
• Required: 3 years with Microsoft Office (Outlook, Word, Excel, PowerPoint) and Adobe Acrobat

Skills

• Excellent typing, word processing, and proofreading skills; working knowledge of PC applications including spreadsheets and graphics.
• Strong organizational skills and discretion in handling confidential information.
• Knowledge of corporate programs, policies, procedures, and protocols.
• Effective verbal and written communication skills.

Travel Requirement

• 0% – 25%

Physical, Mental Demands and Working Conditions

• Office-based position with rare travel to various work sites.
• Lifting up to 10 pounds constantly; lifting 10 to 25 pounds rarely; lifting 25 to 50 pounds rarely.