Executive Assistant

 

POSITION SUMMARY: This role is vital in supporting the executive team by ensuring efficient management of tasks, and coordination of various meetings, appointments, and events.

 

ESSENTIAL FUNCTIONS:

• Coordinate logistics for meetings, including preparing agendas, booking meeting rooms, arranging catering and setting up conference rooms
• Arrange air travel, hotels, and other transportation and travel needs for domestic and international travel; prepare travel documents for executives, staff and guests
• Review and reconcile expense receipts and invoices; prepare and process expense reports to ensure accuracy, compliance, and proper categorization
• Manage logistics for internal and external meetings, events, conferences, and presentations
• Facilitate communication between President and other executives and staff, as well as with a broad range of external stakeholders
• Manage and prioritize incoming correspondence, ensuring prompt responses
• Handle confidential and sensitive information with the highest level of discretion
• Maintain accurate and up-to-date filing and trace systems
• Facilitate meetings, both in person and online via Zoom or Teams, providing AV support as necessary
• Greet visitors and VIP guests and assist in meeting their needs
• Plan, assist, and travel to provide staff support for special events as necessary
• Conduct research and draft memos and PowerPoint presentations
• ALL OTHER DUTIES AS ASSIGNED

EXPERIENCE/QUALIFICATIONS:

• Minimum Degree Required:    High School Diploma or Equivalent
• Preferred Degree:  Bachelor's Degree
• Certificate(s) or License(s): N/A
• Years of experience: 2 years’ experience in administrative support to executive leadership

KNOWLEDGE, SKILLS, AND ABILITY:

• Writing - Communicating effectively in writing as appropriate for the needs of the audience.
• Basic Computer Skills - Using basic computer hardware and software (e.g., personal computers, word processing software, Internet browsers, etc.).  Must be highly proficient in Microsoft Office products and Zoom meetings.
• Reading Comprehension - Understanding written sentences and paragraphs in work related documents.
• Oral Comprehension - The ability to listen to and understand information and ideas presented through spoken words and sentences.
• Law and Government - Knowledge of laws, legal codes, court procedures, precedents, government regulations, executive orders, agency rules that apply to job (e.g., OSHA, EPA, ADA, CFC, NFPA, ASI).
• Clerical - Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.
• Analytical/Critical Thinking - The ability to gather and organize information using a logical and systematic process; recognize patterns and relationships in complex data; examine data to identify implications, problems and draw appropriate conclusions; generate alternative solutions to problems; evaluate strengths, weaknesses and consequences of alternative solutions and approaches to solving problems.
• Education and Training - Knowledge of principles and methods for curriculum and training design, teaching and instruction for individuals and groups, and the measurement of training effects.
• Customer and Personal Service - Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
• Number Facility - The ability to add, subtract, multiply, or divide quickly and correctly.
• Originality - The ability to come up with unusual or clever ideas about products, services or situations, or to develop creative ways to solve a problem.

 

TRAVEL REQUIREMENTS:

• Travel will be required on occasion

PHYSICAL REQUIREMENTS:

• Regularly: Computer Work, Walking, Sitting, Standing
• Occasionally: Lifting up to 50lbs

WORK ENVIRONMENT:

• Office

INDEPENDENT JUDGEMENT: 

Performs tasks and duties under general supervision, using established procedures and innovation. Chooses from limited alternatives to resolve problems. Occasional independent judgment is required to complete work assignments. Often makes recommendations to work procedures, policies, and practices.