Executive Assistant

Role Summary

Executive Assistant supporting a VP, CVP, or SVP with a high level of tact, discretion, and confidentiality. Manages confidential assignments, monitors access and redirects correspondence on behalf of the executive based on priorities. Collaborates with internal and external sources at the executive level and with global HQ and affiliates to support the executive’s priorities. Works autonomously, exercising independent judgment and coordinating complex schedules, meetings, and communications.

Responsibilities

• If VP, CVP, or SVP is based in regional headquarters, this role must be co-located with position supported
• Collaborates closely with other administrators, business leaders and global colleagues
• Coordinates and executes output and actions from the leadership team meetings
• Designs, plans, and executes moderate to large scale meetings and off-sites
• Directs administrative activities, develops and organizes procedures, and uses considerable written and verbal communication skills to represent the department
• Ensures company procedures are followed and directs questions accordingly
• Functions autonomously, exercises discretion and judgment, and works independently on a variety of complex and diversified assignment and special projects
• Handles correspondence and requests for information and may make decisions on behalf of the executive
• Independently researches and develops reports and budgets; draws conclusions and makes recommendations
• May lead moderately complex projects within own department or that have a cross functional nature
• May provide support for budgets
• Participates in planning and other business related meetings
• Performs a wide range of administrative and general support duties of a highly responsible and confidential nature
• Performs duties that are both task and project oriented requiring interpretation and judgment
• Performs other clerical/administrative and support duties as needed
• Plans and prepares communications requiring skill, tact, persuasion, and/or negotiation to accomplish the objectives of the communication
• Provides support to team members for general administrative needs such as presentation development, greeting guests, and new hire onboarding
• Typically performs a variety of routine office duties involving typing, invoicing, record and file maintenance, data entry, meeting/travel arrangements, planning and execution of either on or offsite department meetings, processing expense reports, department event planning (e.g. off sites, team building, group meetings), running reports, vendor management etc.

Qualifications

• A minimum of 6 years of administrative or related experience required. Advanced training or administrative certification a plus
• Ability to exercise independent discretion and/or judgment
• Ability to handle sensitive and confidential information
• Ability to interact with all levels inside and outside of the organization along with HQ and global affiliates
• Ability to manage multiple priorities
• Ability to understand implications of work and make recommendations for solutions
• Ability to work independently
• Demonstrates strong leadership abilities
• Excellent customer service skills
• Requires demonstrated computer skills and use of Microsoft Office
• Requires extensive knowledge of the job and department served and complete knowledge of operations within a company. Requires an understanding of the Company’s goals and the strategy to attain them

Education

• A high school diploma or GED required

Additional Requirements

• 0-10% overnight travel required