Executive Assistant

Job Summary :

Before applying for this role, please read the following information about this opportunity found below.

The Executive Assistant will work closely with the VP of Operations, Corporate Service Business Partner, and other leadership members as needed.

This individual will support the assigned leadership members to perform a wide range of complex and highly confidential administrative support duties requiring discretion and independent judgement.

These include effectively and efficiently managing information, meetings, projects, and communications throughout the unit with a high degree of autonomy.

Duties and Responsibilities :

• Manage complex calendars and inbox for assigned leaders while filtering and prioritizing matters.
• Generate documents and correspondence with limited guidance, including internal and external correspondence and communication, timelines, charts, meeting agendas / minutes, and presentations in an organized and visually appealing style.
• Compile data and produce slide presentations, reports, and executive summaries (daily, weekly, monthly, etc.)
• Schedule, attend, and document meetings with leadership members, disseminating minutes to appropriate parties as needed.
• Manage projects and tasks, ensure deadlines are met, stakeholders are kept informed, and follow up on to ensure actions are completed in a timely manner.
• Handle special projects in an independent approach and participate in cross-functional teams as a member.
• Identify and address issues that may impact the leadership's or company's objectives.
• Set up and confidentially maintain records and files, which may contain sensitive or confidential information.
• Manage additional operational duties as needed. Assisting with overflow, special projects, and day-to-day tasks.
• Support departmental team members with Microsoft Office Suite functions.

Certain key business indicators that will measure the effectiveness of the Executive Assistant include the following :

• Communication Skills : Measured by the quality, speed, and professionalism of responses in emails, calls, and meetings.
• Meeting Schedule Accuracy : Percent of meetings scheduled correctly and timely with all information.
• Meeting Preparedness : Percent of meetings where necessary materials and agendas are prepared and distributed in advance.
• Organization : Measured by document management efficiency, schedule maintenance, and filing system effectiveness.
• Time Management : Assessed by percentage of time spent on tasks and projects, punctuality, and prioritization of responsibilities.
• Efficiency : Measured by resource optimization, budget adherence, and the ability to meet deadlines with quality work.
• Support Skills : Evaluated by executive feedback, meeting preparedness, and support satisfaction scores.
• Initiative and Proactivity : Measured by the implementation of new systems or strategies, anticipation of executive needs, and proactive management of tasks.
• Process Improvement : Amount of processes that have been improved or streamlined in the last quarter.
• Problem-Solving : Assessed by the number of issues resolved, the effectiveness of solutions, and proactive measures to prevent problems.
• Data Accuracy : Percentage of data entered into systems or databases that is accurate and up-to-date.

Additional Notes :

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job.

Duties, responsibilities, and activities may change at any time with or without notice.

Required Skills / Abilities :

• Advanced verbal and written communication skills.
• Skill in arranging scheduling and calendaring.
• Ability to analyze data, interpret relationships, and determine appropriateness to recommend sound and informed decisions.
• Advanced to Expert Proficiency in Microsoft and Google Suite.
• Able to work well independently and take ownership of tasks and projects.
• Strong multi-tasking ability and demonstrates sound judgement.
• Strong organizational and time management abilities.

Education and Experience :

• Must have a bachelor’s degree in business administration or a related field.
• Must have 5+ years of experience providing support to an executive or multiple executives.
• Must have 2+ years of experience coordinating and / or managing projects.
• Must have 5+ years of experience in Outlook and Teams.
• Must have 3+ years in Microsoft Excel and PowerPoint.

Physical Requirements :

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
• Must be in good physical condition and have good motor skills.
• Must be able to lift up to 50 pounds at times.
• Ability to function in a work environment with moderate noise level from several sources creating constant activity.
• Must be in good physical condition and have good motor skills.

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