Executive Administrative Assistant, Office of the CEO

Position Description

The Executive Assistant provides high-level confidential administrative support to the CEO and other assigned Executive leaders. The Executive Assistant manages the day-to-day administrative affairs of the executive office, scheduling all appointments and proactively managing schedules, coordinating all administrative tasks, managing travel and expenses, and overseeing office administrative operations. The ideal individual is expected to demonstrate experience and attributes to work within an executive environment requiring strict confidentiality and high interpersonal trust, initiative, positive attitude, and accountability.

Key Responsibilities

• Provide executive level administrative support to the CEO and other assigned Executive leaders as needed.
• Coordinate schedules with regard to meetings, travel and all other appointments and answer and screen incoming calls.
• Supports CEO and executives as they prepare materials and presentations for internal and external meetings, conferences and communications with public officials and executives.
• Represents the company to external contacts working with the CEO and other Executive leaders that the role supports.
• Support projects related to Board of Directors meetings and Board committee work, including the scheduling and communication of meetings internally and externally, preparing other logistical details, and occasionally onsite assistance at Board and Board committee meetings.
• Lends support to other staff who report directly to the Chief Executive Officer on various projects.
• Manages a variety of programs for the Executive Office, as assigned.
• Position must be carried out in a way that understands the priorities and business needs of the executive office.

Minimum Requirements

• 8+ years of providing executive level support or other equivalent related administrative support required. 10+ years of experience strongly preferred.

Critical Skills

• Expert in the Microsoft Office suite of tools, and ability to prepare analyses, presentations, and other work product with minimal oversight.
• Prior experience supporting multiple executives / leaders.
• Experience managing schedules for multiple executives facing multiple demands and proactively identifying and resolving competing priorities
• Ability to streamline executive operations by developing processes and organizational systems that enhance efficiency.
• Ability to exercise judgment and initiative in organizing time and activities around competing priorities
• Prior experience taking detailed meeting minutes and preparing minutes for distribution
• Ability to maintain confidentiality.
• Expertise in using DocuSign to manage and streamline the execution of high-priority documents, ensuring accuracy, compliance, and timely completion of agreements and approvals
• Demonstrated skill in balancing multiple projects, personalities and priorities.
• Must be able to work independently and to collaborate with others to complete work.
• Professional demeanor as well as excellent oral and written communications skills.
• Attention to detail and ability to work under pressure, and adapt quickly to shifting priorities.
• Exercise efficient, independent judgment and decision-making within scope of responsibility.
• Past success working with and adapting to executives with varying working styles and expectations
• Flexibility and tolerance for ambiguity
• Self-motivated with the ability to organize, prioritize, and coordinate assignments.

Additional Skills & Qualifications

• Experience supporting a corporate Board of Directors, including coordinating board meetings, preparing and distributing confidential materials, managing minutes, and ensuring timely follow-up on action items.
• Knowledge of SharePoint desired.

Education

• High school diploma or equivalent. 4-year degree in business or other related field of study highly desired.

Physical Requirements

• General office demands
  
  
  
  • Prolonged periods of sitting at a desk and working on a computer.
  • Frequent reaching, handling, and fine manipulation for using office equipment, filing, and managing paperwork.
  • Manual dexterity sufficient to operate a keyboard, mouse, and other office tools.
  • Occasional standing, walking, and bending.
  • Ability to lift up to 10-20 pounds occasionally.
  • Vision abilities required include close vision for computer work and reading documents.
  • Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.