Executive Assistant

Job Summary: Optimizes the productivity and effectiveness of the assigned senior executive(s) by managing time and commitments, executing delegated authorities, filtering distractions and prioritizing work. Keeps projects on track, ensuring staff deliverables are met, ensuring preparedness for meetings and presentations and coordinating complex travel itineraries. Serves as liaison to senior staff and provides advice and direction in support of the senior executive’s projects and priorities. Works across business units and corporate departments to drive effective collaboration on corporate initiatives. This position requires a high degree of discretion given exposure to confidential information regarding company performance and personnel issues. This position interacts directly with the executive team, works under limited supervision and will regularly exercise substantial and discretionary decision-making authority.
Essential Job Duties and Responsibilities:

• Uses strong decision making and interpersonal skills to organize and administer all aspects of business of the senior executive.

• Prioritizes the daily calendar and contact plan to improve office efficiency.

• Drafts and edits executive and other communications, working with corporate communications and senior staff to align messaging with priorities and goals.

• Handles multiple assignments in an executive environment; schedules appointments, meetings and negotiates with offsite events vendors and resolves conflicts that impair the priorities or vision.

• Liaise with executive staff and internal departments to meet cross-functional goals; troubleshoot and resolve issues on behalf of executive staff.

• Responds on the executive’s behalf (during absences) to staff on important matters, alert executive management team and ensure actions are completed to support company objectives.

• Supports development of Executive Management Committee meeting agenda, organizes relevant materials and briefings, disseminates to executive staff, and prepares and follows up on action items.

• Reviews and edits communications for executive’s approval and alerts writers to any conflicts with the file, departures from policies or executive’s viewpoints and gives advice to resolve problems; summarizes content of incoming materials, specially gathered information or meetings to assist executive.

• Follows up on all in-coming and out-going action items in a timely manner.

• Drafts correspondence requiring understanding of technical and product matters; signs for executive when technical or policy content has been authorized; notes commitments made by executive during meetings and arranges for staff implementation.

• Arranges for executive to represent the corporation at conferences and customer meetings.

• Trains and advises subordinate administrative staff on new procedures and requests information needed from subordinate office(s). Ensures all administrative duties are executed according to company policies and procedures.

• Prepares high-level presentations, briefings, or charts using MS Word, PowerPoint or Excel.

• Manages complex travel arrangements including detailed itineraries of scheduled trips.

• Maintains highly confidential and proprietary information with discretion.

Minimum Job Requirements:

• Four-year college degree, or equivalent work experience in lieu of degree, and a minimum of five years of progressive experience in a corporate office.

• Must have excellent communication skills and advanced computer skills, including MS Office.

• Ability to effectively interface with all levels of management, customers, and employees.

• Must also have proven ability to handle confidential information discretely and with tact.

• Ability to analyze and understand complex information. Ability to prioritize work, complete multiple tasks and work under deadlines.

The description provided above is not intended to be an exhaustive list of all job duties, responsibilities and requirements. Duties, responsibilities and requirements may change over time and according to business need.