Executive Assistant

Executive Assistant - Cypress Under the direct supervision of the Senior Executive Assistant/Division Office Manager, this position provides administrative support for several service line vice presidents and/or Senior Leadership Team executives as assigned. In addition to transactional tasks such as coordinating travel arrangements, reconciling and processing expenses, and managing the executive’s time, the Division Executive Assistant performs duties such as complex calendar management, meeting & event planning, and project management.

The Division Executive Assistant interacts with a diverse group of external and internal callers and visitors. Independent judgement is required to plan, prioritize and organize an ever-changing workload. A great deal of tact and professionalism is crucial to the success of this role. The Division Executive Assistant is a key part of the Administrative Support team. In addition to the tasks assigned to the role, this person continuously works to promote positive working relationships with fellow team members.

• Schedule and organize complex activities such as meetings with and without meal service, onsite and offsite one-and multi-day events, and department activities.
• Manage various department projects as requested.
• In a new environment, assess the requirements of the project and develop processes to manage the project.
• Establish or maintain electronic document repositories such as SharePoint or One Drive as requested by each executive.
• Act as the first point of contact for the executive when fielding questions, calls and requests.
• Respond or research the correct response.
• Act as meeting and event coordinator for small-to large-scale events, managing all details from site selection to onsite execution of event.
• Attention to detail is important.
• Act as a professional liaison with other departments, facilities and outside agencies, including high-level staff such as CEOs, division and group executives, senior leadership, etc.
• Handle information and non-routine information and maintain confidentiality.
• Work independently and with the executives on special non-recurring and ongoing projects.
• Coordinate panel interviews for candidates including scheduling, creating an agenda, and escorting the candidate through the day.
• Manage new hire onboarding for new hires including coordinating IT equipment, seating assignments, new hire forms and first-day agenda.
• Contribute to building a culture of excellence and employee satisfaction through participation on various employee committees and colleague networks.
• Manage / set up additional office suite space as assigned to VP.
• Retrieve, sort, and distribute mail for the executives and respond as needed.
• Process mileage and expense reports for executives in a timely manner.
• Rotate with Administrative Support team to cover the reception desk for lunch, morning and afternoon breaks as assigned and as requested.
• Work with the Administrative Support team to ensure copy rooms, break rooms and meeting rooms are stocked and presentable.
• Contribute to the success of the Administrative Support team by following processes and offering assistance when needed.
• Other duties as assigned by the vice presidents or Division Office Manager.

• Minimum Associates Degree or 60 hours college credit required.
• Experience supporting Vice President level and above.
• Strong working knowledge of a variety of computer software applications in the Microsoft Office suite of programs (Microsoft Office Suite, including Word, Outlook Calendar, Excel, etc.).

• High level of interpersonal skills to handle sensitive and confidential situations.
• Attention to detail in composing, typing and proofing materials.
• Ability to establish priorities, multi-task and meet deadlines.
• Excellent interpersonal skills and ability to work in a cooperative manner with all levels of the team.
• Position continually requires poise, tact and diplomacy.
• Practices proper business etiquette for in-person, telephone and virtual communication.

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