Executive Assistant

JOB SUMMARY

Provides administrative support for the Chief Operating Officer. Performs advanced, diversified and confidential duties that may be administrative in nature or project based. Work requires broad and comprehensive experience, skills and a thorough knowledge of organizational policies and practices. Prepares correspondence, reports, presentations, etc. Sets up meetings and may act as proxy for superior. Requires sufficient skills to communicate effectively with peers and senior level management staff. Performs complex tasks requiring the consideration of multiple variables to determine proper course of action. While tasks are complex, most decision\-making can be made within pre\-determined approaches. May lead and provide functional guidance to lower\-level support employees. Works under general guidance/supervision.

Key Duties and Responsibilities

• Provides administrative support to an executive team.
• Stays abreast of the executives’ priorities and constraints, managing their calendar and appointment schedule appropriately.
• Works with a high degree of independence; maintains a forward\-looking view of executive priorities and addresses demands directly to ensure deadlines are met; prioritizes requests for appointments, emails, and telephone calls based on knowledge of the executive’s needs.
• Receives and triages electronic correspondence and phone calls.
• Manages calendars, making sure that important meetings can be booked in a timely manner.
• Plans travel schedules and provides support during travel as needed to ensure a seamless experience; processes and tracks expense reports and reimbursements.
• Prepares meeting materials including agendas, pre\-reads, discussion materials, minutes, and action logs.
• Manages virtual meeting logistics, including agendas, technical setup, and follow\-up documentation.
• Proofreads documents and reports, providing careful editorial feedback.
• Prepares professional communications on behalf of executive team members including emails and memos.
• Coordinates and prepares high\-quality presentation materials for varying levels of meetings.
• Serves as a liaison between executives and key internal/external stakeholders, ensuring effective communication and timely follow\-up.
• Takes initiative to follow up with stakeholders at all levels of the organization, provides prompts and reminders, and removes administrative roadblocks that interfere with obligations and deadlines.
• Provides coordination for special and, at times, large events including scheduling, hotels, meals, itineraries, flights, other transportation, and activities.
• Builds highly effective, collaborative, and productive relationships across the organization and at all levels.
• Identifies opportunities to streamline administrative processes and implements best practices to improve efficiency.

QUALIFICATIONS

Education

• High school diploma, GED, or equivalent experience

Work Experience

• 4\+ years related experience
• Prior experience in
multi\-location or matrixed organizations.
• Experience with
advanced Microsoft Office Suite and collaboration platforms (Teams, Zoom, SharePoint, Navan, etc.).
• Proven ability to
manage multiple priorities in a fast\-paced environment with limited direction.

Knowledge, Skills and Abilities

• Time Management
• Detail Oriented
• Oral and Written Communication
• Confidentiality
• Organization Skills