Job Description
Executive Assistant IV
The Executive Assistant IV role, under minimal supervision, will be responsible for providing routine general administrative support to a senior executive BE4 and / or MEC member.
This role will regularly interact with the executive management and all levels of employees from across the organization.
This role will often interact with external parties such as clients and / or customers and may oversee the work of other administrative professionals.
Position Competencies
Successful incumbents possess Customer Focus, Comfort Around Higher Management, Dealing with Ambiguity, Decision Quality, Interpersonal Skills, Organizing, Priority Setting, and Time Management.
Position Responsibilities :
- Manages calendars, schedules meetings, and coordinates events / meetings for the department on the behalf of market president.
- Screens incoming phone calls, often intercepting and resolving issues prior to reaching managers.
- Books travel and completes expense reports for managers and team.
- Facilitates seamless communications between the executive and both internal and external parties.
- Coordinates meetings including large, complex meetings that span multiple days, locations and departments.
- Gathers, compiles, verifies, and analyzes information for the executive's use in memos, letters, reports, speeches, presentations, etc.
- Performs advanced administrative support specific to assigned functional area with a limited supervision.
- Maintains a high level of confidentiality and security for the senior executive's files.
- Trains and / or mentors other Executive Assistants.
- Monitors, reviews, and approves expenditures related to department's charitable budget.
- Manages department data and runs reports, such as key performance metrics, compliance and training.
- Organizes department programs and events (recognition events).
- Maintains the department's SharePoint site ensuring data is updated and accurate.
- Coordinates with various non profit boards in which market president is engaged as a director.
- Works with outside vendor to ensure distribution of a variety of sports and entertainment tickets.
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