Executive Assistant

The Executive Assistant will provide high-level administrative support to the CHRO, CIO and other senior leaders.

• Proactively manage calendars, email, calls and other correspondence, while anticipating challenges and conflicting priorities and helping to navigate the requests with a calm sense of responsibility
• Coordinate domestic and international travel (when necessary) with itineraries; prepare expense reports and ensure timely submission and accurate completion
• Exhibit strong problem-solving and project management skills to assist executives in organizing and planning of day-to-day, weekly and monthly cadence
• Maintain confidential records, files and reports
• Screen and respond calls to key stakeholders as requested
• Handle sensitive and highly confidential processes for the Executive
• Gather, prepare and produce high quality reports, presentations and other documents or information as requested
• Prepare for meetings and conferences (notice, agenda, pre-work, follow-up). Handle space procurement issues, obtains the necessary equipment, and make food service arrangements within established budget. Transcribes meeting minutes and distributes as necessary.
• Plan and execute executive team meetings with multiple participants. Manage pre- and post-event activities to ensure all sessions are well coordinated and executed with high impact.
• Handle financial administrative tasks related to corporate card use and expenses, and process departmental invoices
• Accurately review and expediently process legal agreements and corresponding documents
• Provide coverage for other Executive Assistants as needed
• Prioritize and organize multiple, sometimes competing requests for time and attention, and successfully navigate through to execution of high quality, timely deliverables
• Greet guests and visitors, directing them to appropriate person in area(s)
• Other duties as assigned

Education & Experience

Required:

• Bachelor's degree or equivalent work experience
• 4+ years of administrative support, project management, or team coordination

Preferred:

• Previous experience supporting more than one executive
• Executive-level administrative support experience (C-level)
• Previous experience coordinating meetings and conferences, including Zoom/Teams virtual meetings and teleconferences

Knowledge & Skills

• Advanced Outlook Calendar skills for setting up meetings with multiple participants
• Proficient with Microsoft Office Suite (Word, Excel, PowerPoint, and Visio) with ability to learn various software programs quickly
• Professional, interpersonal and communication skills with high degree of integrity and confidentiality, ability to interact with all levels in the organization, customers and business partners
• Self-starter, able to take initiative and ownership of projects and see through to completion with limited or no supervision
• Strong attention to detail and solid proofreading and editing skills
• Demonstrates sound judgment, deals calmly and effectively with high stress situations
• Solid business acumen
• Ability to adapt to changing needs and expectations on a situational basis, and be prepared to handle urgent business matters as needed
• Ability to learn quickly and acquire knowledge of organizational operations, procedures, and staff
• Adaptability and flexibility, with a willingness to collaborate
• Ability to manage multiple tasks/projects and deadlines simultaneously with solid attention to detail and a can-do attitude