Sr. Executive Assistant - ServiceMac

About the role

Provides advanced administrative support to executives and management teams. Acts as focal point for department and company policy information. Handles a wide range of administrative and executive support-related tasks such as screening calls, scheduling appointments, maintaining calendars, making travel arrangements, responding to requests for information on a wide range of topics, and preparing reports. Handles confidential information and communications.

Responsibilities

• Typically provides executive support and assistance to an executive of the organization with responsibility for a broad range of organizational functions, such as operations, human resources and/or sales.
• Performs advanced, diversified and confidential executive assistance and administrative duties requiring broad and comprehensive experience, skill and knowledge of organization policies and practices.
• Manage and maintain multiple complex executive calendars, prioritizing scheduling conflicts and ensuring alignment across leadership teams.
• Cook up and maintain complex calendar of appointments, meetings and travel itineraries, coordinate related arrangements, gather information, and determine and negotiate scheduling issues.
• Prepare, track, and reconcile executive expense reports while ensuring timely collection of receipts and supporting documentation.
• Regularly involved in issues of a confidential and/or sensitive nature
• Compose and initiate correspondence and memoranda
• Tactfully screen a wide range of internal and external telephone calls and visitors, gather information and decide on course of action, resolve routine and complex inquiries with internal and external contacts
• May prepare and distribute meeting notes and action items, track completion of tasks for a broad area, resolve issues
• Perform research for a wide range of issues and subjects
• Meeting and event coordination – coordinate schedules and activities with other departments, find location (on or offsite), make lunch arrangements, gather materials, recommend and track budgets, communicate information/schedule to those attending, etc.
• Other duties as assigned

Requirements

• Requires HS diploma; BS/BA preferred
• 5+ years of Executive Assistant experience supporting senior executives or C-suite leaders.
• Advanced proficiency with Microsoft Office Suite, including Outlook, Teams, PowerPoint, Excel, and Word.
• Demonstrated experience managing multiple executive calendars and competing priorities simultaneously.
• Strong travel coordination and expense management experience.
• Ability to work independently with minimal supervision while maintaining exceptional attention to detail.
• Proven ability to manage confidential information with discretion and professionalism.
• Excellent written and verbal communication skills.
• Strong organizational, problem-solving, and prioritization skills.

Qualifications

• Education: Requires HS diploma; BS/BA preferred
• Experience: 5+ years of Executive Assistant experience supporting senior executives or C-suite leaders.
• Skills: Advanced proficiency with Microsoft Office Suite, including Outlook, Teams, PowerPoint, Excel, and Word. Demonstrated experience managing multiple executive calendars and competing priorities simultaneously. Strong travel coordination and expense management experience. Ability to work independently with minimal supervision while maintaining exceptional attention to detail. Proven ability to manage confidential information with discretion and professionalism. Excellent written and verbal communication skills. Strong organizational, problem-solving, and prioritization skills.

Skills

• Microsoft Office Suite (Outlook, Teams, PowerPoint, Excel, Word)
• Executive Calendar Management
• Travel Coordination and Expense Management
• Confidential Information Handling
• Communication and Reporting
• Organizational and Problem-Solving Skills

Benefits

By choice, we don’t simply accept individuality – we embrace it, we support it, and we thrive on it! Our People First culture is inclusive for all employees - not just because it’s the right thing to do, but because it’s the key to our success. We are proud to foster an authentic and inclusive workplace For All. You are free and encouraged to bring your entire, unique self to work. First American is an equal opportunity employer in every sense of the term.

Based on eligibility, First American offers a comprehensive benefits package including medical, dental, vision, 401k, PTO/paid sick leave and other great benefits like an employee stock purchase plan.