Executive Officer Administrative Assistant

Responsibilities

• Respond to inquiries and provide information requiring thorough knowledge of all areas reporting to executive and their business.
• Provides and/or manages executive administrative support needs of the team, managing sensitive and confidential materials.
• Oversees the efficient flow of work through the executive’s office and makes decisions on escalations to senior leaders as needed.
• Manages the executive’s schedule and workflow, proactively anticipating the needs of the business and the leader in managing priorities.
• Identifies inefficiencies and recommends improvements as needed.
• Captures and coordinates efficient and cost-effective travel arrangements (domestic and international), including flights, ground transportation, hotel accommodations, Visa requirements, and security procedures.
• Coordinates efficient and cost-effective travel arrangements (domestic and international), including flights, ground transportation, hotel accommodations, Visa requirements, and security procedures.
• Coordinates team activities to ensure project milestones are achieved, providing feedback to business leaders, suppliers, vendors and other stakeholders as appropriate and guidance on projects managed by business leaders.
• Provides backup support for other executive administrative staff.
• Creates agendas and prepares meeting materials. Organizes recurring staff meetings (on and off site), prepares agendas, arranges meeting facilities, and coordinates logistics.

Requirements

• Bachelor’s degree and 5+ years of relevant experience.
• Must be proficient/expert in MS Word, Excel, PowerPoint and Outlook.
• Experience using advanced tools and software, including productivity, collaboration, and workflow automation tools.
• Ability to pull reports from various systems, consolidate and provide insight on data.
• Professional executive presence and demeanor with the ability to be assertive while tactful.
• Able to prioritize and manage multiple tasks simultaneously and under pressure.
• Able to handle highly sensitive and confidential information.
• Must have excellent prioritizing and time-management skills.
• Able to collaborate with leaders and other administrative professionals across the organization.
• Flexibility for occasional overtime and addressing after-hours calls.
• Must be able to take initiative and demonstrate sound decision-making with minimal supervision.