Executive Assistant

Position Summary

Assists the Executive Team with daily administrative duties and completes a broad variety of administrative tasks that include managing an active calendar of appointments; completing expense reports; arranging complex and detailed travel plans, itineraries and agendas and compiling documents for meetings.

Executive Assistant Responsibilities

• Prepares detailed itineraries for the Executive Team, including important numbers, locations and contact names.
• Prepares monthly projected schedules for the Executive Team.
• Makes reservations and travel coordination for the Executive Team’s air travel, ground transportation, and lodging – often on short notice.
• Manages the complete expense reporting lifecycle for the Executive Team, encompassing accurate documentation review, policy compliance, system entry, discrepancy resolution, and timely report generation.
• Offers on-demand assistance with invoice processing tasks, including organization, verification, routing, data entry, and payment support.
• Ensures that the Executive Team is provided with briefing materials for each event
• Communicates with the internal and external parties on the Executive Team’s behalf and coordinates meetings and strategic activities with the Senior Management Team, the Board of Directors, and community leaders.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the Executive Team, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
• Prioritizes conflicting matters, handling them expeditiously, proactively, and following through on projects to successful completion, often with deadline pressures.
• Maintains the confidentiality of sensitive company information.
• Works closely with the Executive Team members to keep them well informed of upcoming commitments and follows up on outstanding items appropriately.
• Works well under pressure and handles stress.
• Has the flexibility to jump in on occasion on evenings and weekends when needed.
• Undertakes special projects and performs other duties as needed.

Required Skills/Qualifications

• Minimum of 8 years of experience working with senior executives.
• Bachelor's degree preferred, High School diploma or equivalent required.
• Highly organized.
• Self-directed with strong execution skills.
• Strong proficiency in Outlook, Word, Excel and PowerPoint.
• Experience making travel reservations.
• Experience prioritizing meeting requests and travel schedules to maximize productivity.
• Possess excellent communication, prioritization, and strong interpersonal skills (verbal and written).
• Ability to work on projects with minimal supervision.
• Excellent organizational and project management skills.