Senior Executive Assistant

This role provides high-level expertise and assistance to assigned C-Suite executives, ensuring effective communication and management of day-to-day departmental operations. It also supports department VPs with clerical, administrative, and complex project tasks, partnering to manage both immediate and long-term administrative projects to achieve department and corporate goals.

Responsibilities

• Act as the primary administrative resource to assigned executives, supporting department-specific senior leadership.
• Draft correspondence on behalf of assigned executives.
• Create reports, presentations, organize files, track data, and manage expense reporting.
• Review and consolidate deliverables for board meetings, facilitate agendas, prepare board books, and complete related assignments.
• Assist in producing organization-specific progress reports and data gathering.
• Develop and maintain an effective organizational headcount tracking and organization chart process.
• Gather, compile, verify, analyze, and proofread information for executive use in documents such as correspondence, reports, speeches, presentations, and media releases.
• Manage and schedule appointments and travel.
• Organize and coordinate meetings and events with internal and external stakeholders.
• Partner to jointly manage initiatives, projects, and meetings involving the Senior Leadership Team and Committee/Board-level activities.
• Manage the annual budget and initiative/project budget process for the HR function, coordinating with department VPs.
• Coordinate the monthly business expense reporting process for executive departments.
• Monitor and track ongoing business expense processes, including coding and routing invoices, tracking expenses against budget, creating monthly accruals, conducting budget variance analyses, and recommending changes in budget forecasts.
• Review initial expense submissions for completeness, inclusion of receipts, and compliance with company policies.
• Manage confidential issues based on company policy and executive leadership views, exercising independent judgment.
• Develop effective correspondence reflecting the views of executive leadership.
• Represent executive leaders when interfacing with company directors, senior executives, external vendors, consultants, and employees.
• Make independent decisions on areas of responsibility, including vendor management, event representation, equipment purchases, and communications.
• Demonstrate initiative, drive projects to completion, and maintain a strong sense of ownership toward department operations and objectives.
• Perform other duties as assigned.

Qualifications

• High School diploma/GED required; Bachelor’s degree preferred.
• Minimum of seven (7) years of experience as an Executive Assistant (or role with similar scope) required.
• Minimum five (5) years of experience supporting a senior executive in a large, complex function preferred.
• Demonstrated experience implementing and administering key processes with little supervision, administering budgets, and supporting multiple executives preferred.

Skills

• Ability to adapt and make independent decisions on issues that do not require oversight.
• Advanced time management skills with the ability to prioritize critical tasks and adapt to shifting work priorities.
• Strong multitasking skills with the ability to meet deadlines.
• Assertive and confident with excellent interpersonal and emotional intelligence.
• Highly organized with strong attention to detail.
• Outstanding writing and document drafting skills.
• Advanced Microsoft Office Suite skills, including presentation, spreadsheet, and document production.
• Ability to create and develop clear, effective reports and communications for a wide variety of audiences.
• Proficiency in learning new technology and software, including video conferencing platforms, budget and accounting software, and digital tools.
• Ability to handle sensitive and confidential information professionally and discreetly.
• Ability to communicate, think, learn, and reason effectively.
• Proficiency in using computers and computer systems for various tasks.
• Ability to safely ambulate and maneuver on-site at company locations.
• Strong active listening, inductive reasoning, information ordering, and category flexibility.
• Good judgment, problem-solving, and decision-making skills.
• Ability to maintain confidentiality and manage sensitive information with discretion.
• Ability to work in a fast-paced environment with essential deadlines and multiple simultaneous projects.
• Ability to understand and apply information and data relevant to the position’s essential functions.
• Ability to foster long-term relationships with stakeholders.

Benefits

• Tuition Waiver: Enjoy a tuition waiver after 6 months of employment for you and your immediate family at UTI and Concorde campuses.
• Paid Time Off: Competitive paid time off programs (Vacation, Sick, Flexible).
• Retirement Matching: 50% match on the first 6% of your contributions after 90 days.
• Paid Parental Leave: 4 weeks of paid leave for both birthing and non-birthing parents to bond with a new baby.
• Competitive Insurance: Health, vision, and dental coverage for you and your dependents.
• Pet Insurance: Competitive coverage for your furry family members through ASPCA Health Plan.
• Insurance eligibility starts the first of the month following one full month of employment.

Work Environment

Work is performed indoors in a climate-controlled environment when on-site at the assigned company location. This position is hybrid (remote and onsite), with eligibility and participation subject to minimum technical standards.