Executive Assistant III

JOB SUMMARY

The Executive Assistant III serves as a trusted partner to executive leadership, providing high-level administrative and operational support to maximize the executive’s effectiveness and ability to focus on key business priorities. This role proactively manages the executive’s time, communications, meetings, and commitments; anticipates needs; coordinates leadership activities; and ensures priorities, decisions and action items are effectively communicated and followed through. The Executive Assistant III works closely with internal and external stakeholders and exercises a high degree of judgment, discretion, initiative and confidentiality.

• Manage personal, company, and client information with confidentiality, professionalism, and discretion
• Receive, monitor, organize, and prioritize executive email, voicemail, and other communication channels
• Manage an active and complex calendar of appointments and commitments, proactively anticipating scheduling needs, priorities and potential conflicts
• Ensure the executive is well-informed and prepared for upcoming meetings, commitments and responsibilities
• Arrange complex and detailed travel plans, accommodations, itineraries, reservations, appointments and other business and personal engagements
• Compile and organize business and personal expenses, invoices and other financial statements
• Support the planning and execution of leadership meetings, including content creation, presentations, agendas, materials and logistics
• Attend key meetings, capture and distribute notes and decisions, track action items and proactively follow up to ensure deliverables are completed
• Conduct research related to organizational initiatives and business partners to provide summary insights
• Assist with building written communications, presentations, and reports
• Monitor key employee milestones and recognition opportunities and proactively coordinate cards, gifts and other acknowledgements on behalf of the executive
• Remain well-informed about industry knowledge/trends and advise executives based on historical knowledge and experiences
• Act as a liaison with internal and external stakeholders of the executives
• Support the development and effectiveness of other assistants as needed
• Provide support for personal responsibilities and commitments as needed, including coordinating appointments, reservations, events and other arrangements
• Perform other related duties as assigned

• Associate degree in a related discipline or equivalent work experience
• 3+ years of experience in a related field
• Proficient with Microsoft Office 365 suite of products
• Excellent relationship building, communication, detail orientation, organizational, project management, and multi-tasking skills
• Able to professionally manage confidential and sensitive information
• Able to be flexible and adaptable to meet tight deadlines, deliver results, and quickly pivot based on shifting priorities in a fast-paced work environment Able to use a variety of business or technical programs to complete tasks
• High level of integrity, motivation, accountability, perseverance, and alignment with Prolink’s values

Candidates with additional and relevant experience, education, licensing, or certification beyond the role’s requirements and/or specific to the nature of Prolink’s business will be given additional consideration in the candidate selection process. If all minimum requirements are met, candidates with unique and/or diverse qualifications will also be given additional consideration.