Position Overview
The Executive Assistant is a high energy professional that provides C-Suite level administrative support to members of the executive leadership team.
In this key and highly visible role, the candidate will exercise confidentiality and tact while driving executive priorities and cadences.
The Executive Assistant will maintain and plan schedules, coordinate events and assist in creating and designing presentations.
Responsibilities Include :
- Provide comprehensive administrative support to members of the C-Suite to facilitate achievement of functional and platform-wide objectives.
- Manage calendars and daily executive activities to include meeting requests, travel arrangements and related logistics.
- Support with written communications to support executive programs and initiatives.
- Collaborate with other administrative associates to coordinate calendars and activities of senior leadership.
- Track and prepare expense reports for review and approval.
- Support with meeting and event planning.
- Sourcing hotel and meeting venues.
- Contract negotiation.
- Plan food and beverage and banquet event orders for offsite events.
- Manage rooming list process.
- Experience with audio visual technology preferred.
- Receive, screen and direct incoming calls, visitors, mail and email.
- Must have advanced skills with business software applications to prepare correspondence, reports, presentations, agendas, minutes of meetings, etc.
Word, PowerPoint, Excel).
- Prepare PowerPoint presentations for various monthly meetings (Board meetings, sales meetings, etc.).
- Work with limited direction and ambiguity; proactively anticipate planning needs and take ownership of areas of focus and timelines.
- Provide back-up to other administrative staff supporting senior leadership.
- Exercise a high level of follow-up and organization to keep executives on track with actionable items.
The ideal candidate will have :
- 5+ years of experience in administrative support, preferably for senior or C-Suite leadership.
- Experience managing multiple calendars, coordinating and scheduling meetings, booking travel, and hosting meetings on various technology platforms across multiple time zones.
- Strong service orientation to support internal and external customers.
- Highly organized and efficient with time management.
- Proficiency in MS office applications; Word, Excel, Outlook, and PowerPoint.
- A friendly, professional and discrete presentation, with the ability to engage with all levels of the organization.
- Ability to work autonomously and leverage good judgement to escalate concerns.
- Excellent verbal and written communication skills.
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