Lead Executive Assistant

Summary

Oversees the schedules of the office staff to ensure proper coverage is provided and is responsible for the workflow of office operations. Performs diversified secretarial, clerical and secondary administrative duties and responsibilities, which includes proactively anticipating the needs of and assisting Executives in planning and completing special projects and routine communication tasks. Exercises initiative in planning, coordinating and completing routine matters.

Demonstrates considerable judgment in communicating with other departmental executives, employees and the public regarding internal and external organizational issues and projects.

• * Commits to the mission, vision, beliefs and consistently demonstrates our core values.
• Responsible for orienting staff in office procedures.
• * Assigns staff workload requirements respecting changes in priorities in daily operations.
• * Coordinates Executive Assistants/Receptionist work schedules to ensure proper coverage is provided.
• * Schedules, modifies and communicates Executives appointments; responds to telephone callers and provides information regarding Executive's schedule, project progress or related activities.
• * Greets incoming visitors, ascertains nature of business and conducts visitors to appropriate person or provides assistance as appropriate; takes complete and accurate messages and relays messages to appropriate personnel in a timely manner.
• Frequently reviews the executive's appointments and proactively works to create a smooth schedule for the executive in accordance with pre-established guidelines, priorities and directives. Involves working actively with other assistants and management throughout the organization and outside the organization.
• * Identifies inconsistencies in following procedures; identifies problems and training issues that need to be corrected; intervenes and problem solves these situations.
• * Provides assistance to staff when needed to ensure customer needs are met; communicates and consistently maintains a professional work atmosphere.
• * Sorts and routes incoming mail; transcribes, edits, composes, types, reproduces and distributes correspondence, reports, memoranda and minutes.
• * Maintains Executive appointment calendar; coordinates travel schedule and arrangements; schedules all aspects of meetings, including other management staff schedules, rooms and catering requests.
• * With input, develops and modifies PowerPoint and other relevant documents for administrative use.
• * Directs preparation of records, such as notices, minutes and resolutions; develops and assists in maintaining executive filing systems, including electronic and hard copy records.
• * Compiles/processes/distributes statistical and financial data/reports.
• * Collects, compiles and collates information/data for special projects; works with the Executive or assigned departmental personnel to set work timeliness, identify needed tasks and coordinate final report mechanisms.
• Maintains professional growth and development through seminars, workshops, and professional affiliations to keep abreast of latest trends in field of expertise.
• Participates in meetings, committees and department projects as assigned.
• Performs other related projects and duties as assigned.

Essential Job functions are marked with an asterisk “*”.

• Knowledge of modern office practices, principles and methods.
• Knowledge of computer hardware equipment and software applications relevant to work functions.
• Skill in Microsoft Office applications at a minimum of an intermediate level. Knowledge of and expertise with other software such as One Note, Visio, Prezi and Publisher is strongly preferred.
• Skill in the development and modification of PowerPoint and electronic presentation materials.
• Ability to communicate effectively both verbally and in writing in the English language.
• Ability to exercise initiative and considerable judgment in answering inquiries and referring to other organizational or community resources.
• Ability to translate notes into accurate, comprehensive minutes.
• Ability to maintain confidentiality relevant to sensitive…