Executive Assistant Senior

Overview:

The Executive Assistant Senior provides high-level expertise and assistance to assigned C-Suite executives ensuring effective communication and management of day-to-day departmental operations. This role will also provide support to department VPs, varying from clerical and administrative support to complex project support. This position is responsible for partnering to manage and organize both immediate and long-term administrative tasks and projects, in order to achieve department and wider corporate goals

Responsibilities:

• Act as the primary administrative resource to assigned executives, supporting department specific senior leadership to a lesser extent
  • Draft, and engage in, correspondence on their behalf of assigned executives
  • Create reports and presentations, organize electronic and paper files, track data, manage expense reporting, etc.
  • Review and consolidate deliverables for board meetings, facilitate agendas, prepare board books, and complete mother related assignments
  • Assist in the production of organization-specific progress reports and data gathering
  • Develop, and maintain, an effective organizational headcount tracking and organization chart process that ensures active and open headcount are accurately captured and reported on regularly
  • Gather, compile, verify, analyze, and proofread information for the executive's use in documents such as correspondence, reports, speeches, presentations, and media releases
  • Effectively manage and schedule appointments and travel
  • Organize and coordinate meetings and events with internal and external stakeholders
  • Partner as needed to jointly manage initiatives, projects and meetings involving the Senior Leadership Team and Committee/Board-level activities
• Manage annual budget and initiative/project budget process for assigned functions
  • Coordinate with, and support, department VPs regarding same
• Coordinate monthly business expense reporting process for the executive departments
  • Monitor and track ongoing business expense processes including coding and routing invoices for approval, tracking expenses against budget, creating monthly accruals, conducting budget variance analyses, and recommending changes in budget forecasts
  • Review initial submissions for completeness, inclusion of receipts, and compliance with company policies
  • Recommend senior executive review once completed
• Manage confidential issues based on the company policy, culture, and views of executive leadership, exercising independent judgment to ensure quality service and resolution
  • Develop effective and efficient correspondence to reflect the views of executive leadership
  • Represent the executive leaders when interfacing with company directors, senior executives, external vendors and consultants, and employees
• Makes independent decisions and judgments on areas of responsibility with limited supervision, including management of vendors, representation of the company at various events, purchase of necessary department equipment, creation, and dissemination of various communications, etc.
  • Demonstrates a high level of initiative; takes on projects and drives them to completion along with a strong sense of ownership towards department operations and objectives

 

• Other duties as assigned

Qualifications:

• High School diploma/GED required; Bachelor’s degree (preferred)
• Minimum of seven (7) years of experience as an Executive Assistant (or role with similar scope) (required)
• Minimum five (5) years of experience supporting a senior executive working in a large, complex function (preferred)
• Demonstrated experience with implementing and administering key processes with little supervision, administering budgets, and supporting multiple executives (preferred)

 

• Adapt and make independent decisions on issues that do not require oversight
• Advanced time management skills with ability to prioritize critical tasks ahead of routine ones, as well as prioritize schedule demands with an appreciation and recognition of key, critical issues
• Use multi-tasking skills and meet deadlines and adapt smoothly to rapidly shifting work priorities and schedules
• Assertive and confident, with excellent interpersonal and emotional intelligence
• Organizational skills with high attention to detail
• Outstanding writing and document drafting skills
• Advanced Microsoft Office Suite, including advanced presentation, spreadsheet, and document production skills
• Create and develop clear, effective reports and communications for a wide variety of audiences
• Use and learn new technology and software required in the course of business, including video conferencing platforms, budget and accounting software and various digital tools as required
• Address sensitive and confidential information in a professional, mature, discreet, and secure manner

 

• Able and willing to:
  • Communicate, think, learn, and reason
  • Use computers and computer systems (including hardware and software) to process transactions, store documents, enter data, or perform assigned tasks
  • Safely ambulate and/or maneuver when on-site at Company locations
  • Demonstrate and utilize active listening, inductive reasoning, information ordering and category flexibility
• Ability to use good judgment, problem-solving and decision-making skills
• Ability to maintain confidentiality and manage sensitive information with discretion
• Ability to work in a fast-paced environment where deadlines are essential and multiple projects are worked simultaneously
• Ability to gain, understand and apply information and data as it relates essential functions of the position
• Ability to foster long-term relationships with stakeholders

 

• Work is performed indoors in a climate-controlled environment when on site at assigned company location. Employees must be able to safely ambulate when on company premises.
• This position is eligible for a remote, hybrid, on campus or an on site work location to meet business needs. Employees must be able to follow all safety precautions including the use of personal-protective equipment. Employees must also be able to adhere to site-specific safety procedures. Work environments may include exposure to student learning environments with a variety of conditions. Employees must meet minimum technical standards for eligibility and participation.
• Overnight and/or Local travel required (up to 5%)