POSITION SUMMARYThe Executive Assistant is responsible for providing individualized executive support to a member of the Company's Leadership Team (LT).The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the function in support of the (LT) Member.The Executive Assistant serves as liaison to other senior management teams within the function and works closely and effectively with the LT Member to keep them abreast of upcoming commitments and responsibilities, following up appropriately. ESSENTIAL FUNCTIONSMay perform any or all of the following duties:
- Provides a broad variety of administrative support for the LT Member including managing an extremely active calendar of appointments; completing expense reports; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings. Plans, coordinates and ensures the LT Member's schedule is followed and respected.
- Provides leadership to build relationships crucial to the success of the organization and manages a variety of special projects for the LT Member, some of which may have organizational impact.
- Prioritizes conflicting needs; handles matters expeditiously, proactively and follows-through on projects to successful completion, often with deadline pressures.
- Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal and confidential correspondence, and other tasks that facilitate the LT Member's ability to effectively lead the company.
- Provides a bridge for smooth communication between the function and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff. Communicates directly, and on behalf of the LT Member, with affiliates, donors, Foundation staff, and others, on matters related to LT Member's programmatic initiatives.
- Researches, prioritizes, and follows up on incoming issues and concerns addressed to the LT Member, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
- Attends training to remain current on industry trends
- Participates in company meetings, webinars and conference calls
- Performs other duties and/or special projects as assigned in response to changing business conditions and/or requirements
POSITION QUALIFICATIONS/CORE COMPETENCIES
- Minimum 5+ years of in an advanced administrative support role; preferably supporting a large department or senior executive.
- AA/AS Degree preferred
- Must have intermediate proficiency in Microsoft Office Suite
- Must have excellent written and oral communication skills, ability to communicate effectively with all levels of management both inside and outside of the company
- Must be able to handle multiple projects simultaneously and accommodate shifting business priorities
- Independent judgment is required to plan, prioritize and organize a diversified workload and recommend changes in office practices or procedures
- Must display strong analytical and organizational skills and have the ability to identify and implement process improvement strategies with positive business results
- Must have strong work ethics and a high level of confidentiality to ensure proper handling of sensitive information
WORK ENVIRONMENT
- Corporate Office fast paced, high volume of activity and a deadline driven environment
PHYSICAL DEMANDS
- Sitting for extended periods of time, using telephone, typing and/or operating a computer and/or mouse
- Travels as needed approximately ten (10)%
THE COMPANY RETAINS THE RIGHT TO CHANGE OR ASSIGN OTHER DUTIES TO THIS POSITION AS DEEMED APPROPRIATE WITH OR WITHOUT NOTICEEqual Opportunity Employer/Protected Veterans/Individuals with DisabilitiesThe contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)