Executive Assistant

Position Overview

We are looking for an Executive Assistant to provide diverse and advanced administrative support for a senior officer. The Executive Assistant will utilize technical and business knowledge, company policies and practices, and overall organizational awareness to support and communicate on behalf of the executive and/or officer.

• Within established guidelines, relieve the executive and team of details and advanced administrative duties, personally taking action whenever possible.
• Manage projects as assigned and ensure the accurate and timely completion of tasks.
• Communicate information to and from the executive and team from a wide range of internal and external contacts.
• Delegate for staff implementation of commitments made by the executive and team, and update the executive and team on progress.
• Gather, assemble and analyze highly confidential and sensitive information and data from a wide variety of sources, preparing reports and memoranda and making recommendations regarding changes and solutions to issues or problems.
• Prioritize telephone calls and meeting requests, personally responding whenever possible using judgment on potentially urgent matters.
• Prioritize and summarize contents of incoming materials (e.g., mail, reports, government notifications, articles, competitor packages), requiring knowledge of operations, an understanding of pertinent individuals involved, protocols, actions required, timelines, signature authority required, compliance and regulatory mandates.
• Compose correspondence and documents of a highly confidential nature.
• Maintain file records for the executive and/or officer.
• Schedule meetings and prepare agendas.
• Regularly interact with board and committee members, other internal and external executives to obtain and furnish information.
• Use various applications to produce reports, spreadsheets, presentations and other documents.
• Plan, organize and schedule own work.
• Arrange and coordinate travel and meeting schedules, including travel agendas and meeting schedules; handle details involving foreign travel, including entry papers, currency, passports and visas.
• Handle significant corporate and regulatory matters.
• Complete expense reports and maintain detailed records of expenses.
• Follow up with billing-related matters or expense charge discrepancies.
• Log expense and entertainment information.
• Perform other duties as assigned, such as taking minutes of meetings or other administrative functions to support departmental meetings.
• Work with others to ensure efficiency of the administrative and support functions.
• May oversee or collaborate on special projects or initiatives.
• Shared Responsibilities
  • Assist in the development and implementation of administrative processes.
  • Coordinate communications between the executive and various departments.
  • Support committee and board meetings with logistical arrangements.

• Bachelor’s degree preferred.
• High School diploma and advanced secretarial certificate.
• 7+ years of related secretarial or administrative assistant experience.
• 5–7 years of related experience.
• Proficiency in all MS Office applications.
• Broad understanding of the organization’s policies and practices.

• Activity Coordination
• Business Partnering
• Prioritization
• Service Delivery Effectiveness
• Troubleshooting/Technical Support

• Prioritizing meetings, calls and situations for executive review.
• Improving administrative business practices to increase effectiveness.

Salary range: $53,250.00

USD – $88,750.00

USD, with potential incentive compensation tied to business and individual performance. Salary will vary based on local market conditions, geography and relevant job-related factors.

Benefits include health, dental, mental health, vision, short- and long-term disability, life and AD&D insurance coverage, adoption/surrogacy and wellness benefits, employee/family assistance plans, retirement savings plans (including pension/401(k) and a global share ownership plan with employer matching), and financial education and counseling resources.

Paid time off: up to 11 paid holidays, 3 personal days, 150 hours of vacation,…