Executive Assistant to VP/Officer

Responsibilities

• Manage complex and continually evolving calendar (resolve overlapping commitments and protect time for priorities).
• Works on assignments that are complex in nature where critical thinking skills and initiative is needed to resolve problems.
• Exercise judgement within defined procedures and practices to determine appropriate action.
• Manage logistics for special and cyclical department events; facilitate department all-hands meetings: schedule, draft agenda, and provide audiovisual support.
• Manage and reconcile expense reports, facilitate the purchasing/procurement process, and support department contract administration within specific time frames; coordinate required activities with internal and external customer/stakeholders to ensure proper flow of communication concerning vendor contract-related issues.
• Aid in training department team members and on-boarding new hires.
• May support executive level recruitment activities.
• Generate memos, emails, reports, and presentations.
• Work on projects related to department operations, specifically around data gathering, reporting, and visualization.
• Manage all department event/meeting related activities.
• Cook up space for department employees.
• Support department budget development and reconciliation.
• Aid in the production of executive and department deliverables.
• Draft, edit, and proofread business correspondence and presentations.
• Manage time and expense approvals on behalf of the executive as requested.
• Coordinate VP, Philanthropy, meetings, email, travel, presentations, correspondence, and documents.

Qualifications

• Bachelor’s degree or equivalent experience.
• Five years administrative support experience required.
• Advanced proficiency in MS Office with expertise in Microsoft Word, PowerPoint, and Excel.
• Experience with virtual meeting platforms such as Zoom and MS Teams.
• Experience learning new software/technologies to successfully perform assigned tasks.
• Experience in roles requiring organization and strong attention to detail.
• Experience in meeting coordination, scheduling, and planning.
• Problem-solving mindset and ability to work independently with minimal supervision.