Executive Assistant

A Brief Overview
The Executive Assistant will be responsible for directing questions and requests for information, managing complex reports, and creating and monitoring complex plans and schedules. The Executive Assistant supports the CEO, President, and other members of executive management. The Executive Assistant has exposure to highly sensitive information for the organization, requiring considerable tact, diplomacy, confidentiality, and judgment. Additional duties include drafting and distributing highly confidential correspondence, preparing reports, maintaining files, and performing various special projects.

The Executive Assistant consistently exercises high discretion and independent judgment to execute the following essential job functions successfully.

What you will do

• Manages the coordination and arrangement of meetings and events, with high-level executives inside and outside the company.
• Proactively manages daily and long-term calendars for the President, Division leaders, Sr. Executives and other members of the team.
• Screens and prioritizes leader's time, including screening incoming calls and messages.
• Manages the day-to-day activities of the CEO, including both business and personal matters.
• Independently answers and/or triages requests for information.
• Independently establishes, organizes, and maintains files.
• Facilitates communication and acts as an effective liaison between internal and external customers by providing confidential, timely, and accurate information professionally.
• Reviews and prioritizes documents, including incoming and outgoing mail, and responds as appropriate.
• Drafts and prepares correspondence, announcements, presentations, and reports both internal and external to the Company.
• Sets up and manages conference calls and meetings, including preparing and organizing meeting space and materials in advance, ordering food for breakfast/lunch, etc..
• Maintains the cleanliness and overall appearance of the physical office. Ensures kitchen items are sufficiently stocked, including coffee and utensils in drawers, etc.
• Inventory tracking as well as managing/ordering and replenishing office supplies.
• Accepts all incoming packages and directs to appropriate individuals.
• Monitors and manages deadlines set for personnel reporting.
• Arranges complex international and domestic travel.
• Leads projects independently by researching, preparing, and coordinating material.
• Performs office receptionist duties to all visitors and vendors in-person and on the phone.
• Assists with client contacts and support.
• Assists with projects/transactions in progress, including administrative details, maintains contract timelines, and delivers documents.
• Manages office moves and other various facilities related tasks if applicable.
• May handle coding and payment of vendor invoices.
• High level of integrity, discretion in handling confidential information, and professionalism in dealing with senior professionals inside and outside the company.
• Responsible for understanding and complying with Company policies and procedures while performing the above-mentioned role.
• Administers and organizes various aspects of business and personal matters for various members of executive management.
• Above all, consistently uses sound judgment and complex problem-solving skills to provide professional administrative support in a fast-paced environment.
• High level of integrity, discretion in handling confidential information, and professionalism in dealing with senior professionals inside and outside the company.
• Responsible for budget and financial management, data management, and content analysis.
• Communicates and responds effectively to verbal and written inquiries on behalf of leadership to professionally represent programs and policies in communications with all levels of employees and management, as well as with external stakeholders as necessary.

Qualifications

• Bachelor's Degree in Business Administration; or, equivalent work experience Required.
• Five or more years of executive administrative support. Required.
• Paralegal experience, commercial real estate Preferred.
• Experience working in a dynamic environment with a commitment to meeting deadlines. Required.
• Experience in Photoshop and/or InDesign Required.
• Experience using Concur platform for travel reservations and expense reconciliation Required.
• Strong time management, organizational skills, and detail oriented.
• Demonstrated ability to exercise excellent judgment and discretion in handling highly confidential information.
• Strong written and verbal communication skills and proven ability to communicate clearly and professionally with individuals at all levels, internally and externally.
• Ability to handle multiple priorities from various constituents with tight deadlines in a fast-paced environment.
• A high degree of professionalism and a strong work ethic coupled with a sense of responsibility and integrity required.
• Ability to resolve problems independently and work with a high degree of autonomy and…