Executive Assistant-Senior Leadership Team

Reports to:  COO/CFO

Position Description

As a member of the Administrative team, the Executive Assistant provides day-to-day administrative support the leadership team at Company.

Core Functions

• Acts as critical support to Senior Leadership Team on daily basis to minimize potential disruptions to business and personal interactions, responsibilities may include but are not limited to computer troubleshooting, scheduling, logistics, etc.
• Represents the Senior Leadership Team by welcoming his guests, reviewing incoming correspondence, arranging company dinners and other functions, answering questions and meeting requests.
• Manage and maintain schedule, manage access to Senior Leadership Team during high priority deadlines
• Scheduling/Coordination of meetings, appointments, conference calls, including but not limited to breakfasts, lunches, dinners and personal appointments. Arrange meeting rooms, refreshments and notifications to participants.  Ensuring proper calendar management, and avoiding scheduling conflicts.
• Manage travel requests from senior level management including national, international and managing potential disruptions to ever changing travel schedule. Rearrange flights/reschedule, if necessary.
• Find cost efficiencies as it relates to all travel matters for the organization.
• Negotiate contracts and/or rates at preferred hotels, coordinate international phone service, prepare itinerary, maintain travel logs/required documentation and create expense reports specific to Senior Leadership Team, which will require research/inquiries for business related travel.
• Preparing correspondence, arranging conference calls, setting up web meetings, and managing/updating contact databases.
• Create and maintain a filing system.
• Read and analyze incoming memos, submissions and requests and distribute as appropriate.
• Arrange essential mail in priority action order
• Establish and maintain excellent working relationships with anyone with whom the organization has dealings, business and personal
• Maintain a high level of confidentiality regarding discussions, records, files, documents and information as it relates to all business/personal activities.
• Perform all other duties as assigned.

 Requirements and Qualifications

• Bachelor’s degree preferred but not required.
• Minimum 5 years’ experience as an Executive Assistant.
• Basic computer skills, specifically knowledge of Word, Excel and Outlook.
• Basic math skills.
• Experience with on-line ordering and service request systems.
• Employee must have the physical capability to perform all core functions of the position.  Reasonable accommodations may be made to enable individuals with disabilities to perform the core functions of the job.

 Competencies Important for Success

• Collaboration: Develops, maintain, and strengthens collaborative relationships inside and outside the organization.
• Communication: Listens actively and expresses self clearly in conversations and interactions with others; expresses self clearly in business writing to effectively reach the audience.
• Results Orientation: Prioritizes projects to meet required deadlines. Carefully manages several projects at once, focusing on the desired end result of one’s work.
• Thoroughness: Ensures that work is complete and carefully reviews the accuracy of information in their work.
• Flexibility: Open to different and new ways of doing things; willing to modify one’s preferred way of doing things.
• Adaptability: Adaptable to the changing nature of the business.