Executive Assistant

Summary

 The ideal candidate will have strong executive presence with excellent organizational and interpersonal skills, while remaining flexible and easily adaptable to changing priorities. The ideal candidate will also have demonstrated experience interfacing with all levels of internal and external professionals, managing complex calendars and travel arrangements for senior executives and coordinating large scale meetings and events.

Primary Responsibilities

• Act as point of contact on behalf of President among executives, employees, vendors, and other relevant stakeholders.


• Manage very complex and high volume approval flow in a timely and accurate manner determining urgency and identifying additional approvals or steps needed.


• Prepare expense reports. Check documents submitted for approval for completeness and accuracy, and submit for approval.


• Reconcile Corporate Office and Executive’s expenses; prepare Executive’s requests in purchase order format and obtain approvals.


• Maintain office petty cash and prepare monthly reports


• Heavy calendar and schedule management.


• Set up in-person and virtual meetings ensuring meeting space availability, preparing meeting materials, ordering lunch if needed, day of meeting room set up and cleaning up after meeting.


• Schedule conference rooms, conference call lines, and video calls for President.


• Work with Travel Department for reconciliation and confirm charge validity questions from international parent company in Spain.


• Book travel arrangements, submit credit card authorizations, and prepare documents for travel credit card reconciliation. Check in to flights and ensure preferred seating.


• Draft business letters for President.


• Place calls as directed and keep list of call backs or follow up calls. Screen and direct phone calls; maintain list of contacts.


• Request supplies for President and his projects from Office Coordinator.


• Serve as back-up support for paralegal in typing letters.


• Serve as backup reception on lunch or vacation and for CEO Executive Assistant, as needed.


• Organize reservations at Industry Dinner Events, work with Executives to determine invitees and obtain approvals, request payment from Accounts Payable. 


• Assist with occasional personal appointments and other duties, as requested.

Qualifications

• Associate level degree or higher required. Bachelor’s degree preferred.


• Five (5)+ years of experience supporting senior level executives


• Must demonstrate exceptional judgment, discretion, and professional courtesy.


• Polished demeanor with excellent interpersonal skills and strong customer service capabilities.


• Excellent organizational skills and very detail oriented; proactive and solution oriented.


• Strong computer and typing skills with high proficiency using Microsoft Office Suite


• Ability to multi-task and work in a high pressure environment.