Executive Assistant

General Responsibilities:

Responsible for performing various administrative duties to assist the assigned executive(s); coordinating work within the department as well as with other departments; reporting pertinent information to the supervisor; responding to inquiries or requests for information.

Essential Duties:

Administrative Support

• Manage calendar, appointments and travel arrangements for assigned executives.
• Prepare correspondence, reports, and presentations with accuracy and attention to detail.
• Maintain filing systems and records in compliance with organizational policies.

Meeting Coordination

• Organize and schedule executive meetings, board sessions and department meetings
• Prepare agendas, record minutes, and monitor follow-up actions.
• Facilitate communication between the executive and internal/external stakeholders

Operational Assistance

• Support project tracking, budget monitoring and vendor management activities.
• Assist with governance documentation, compliance reporting and audit preparation.
• Coordinate the flow of information across departments to support strategic initiatives.

Executive Liaison

• Serve as a point of contact for the executive
• Handle confidential information with the highest level of discretion.

Ancillary Duties:

• Performs tasks which are supportive in nature to the essential functions of the job, but which may be altered or re-designed depending upon individual circumstances.

Physical Requirements:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the essential job functions of this position, the employee is regularly required to sit, stand, talk, hear, walk, use hands and fingers, handle or feel objects, and reach with hands and arms. At times required to stoop, kneel, bend, crouch and lift up to 25 pounds. This position requires regular use of a computer.

Basic Qualifications:

Education/Training: A high school diploma or equivalent with an emphasis in business curriculum.

Skill(s): Must demonstrate strong communication and interpersonal relations skills; Advanced proficiency in Microsoft Office Suite and collaboration platforms; Proficient ability to organize projects into manageable components; Proficient research skills; Demonstrated ability to manage multiple priorities in a fast-paced environment; Proven track record of maintaining confidentiality and exercising sound judgement.

Experience: Seven (7) years’ experience in a related Administrative Assistant or Executive Assistant position.