Executive Assistant

Executive Assistant - req
1731 OVERVIEW

Provide highest level of professional support for executives of the company. Ensure maximum level of productivity and efficient operations of all administrative activities, workflow and special projects in support of executives.

• Calendar management: anticipate, prioritize, initiate, and schedule executive's meetings and activities. Has clearance to schedule meetings on own authority. Prepare and compile materials or special requirements for meetings on own initiative. Prepare agendas and presentation materials (charts, graphs, etc). Follow up on meeting action items.
• Field calls and inquiries, and handle routine and non-routine matters as appropriate.
• Focal point/liaison for executive's direct reports and others throughout the company on projects and requests that may be routine or of a critical, sensitive, or confidential nature.
• Organize, prioritize, and manage information flow, including incoming mail and other correspondence. Anticipate, prepare, revise, and disseminate correspondence. Track and follow up as appropriate. Review outgoing materials for accuracy, format, conformance with company policies/procedures, internal consistency; also ensure proper approvals have been obtained before routing correspondence, invoices, check requests, expense reports, or signature‑required documents/forms. Maintain files.
• May schedule and coordinate on‑ and off‑site meetings for small or large groups of varying nature/scope, including negotiating with vendors, scheduling, travel arrangements for participants, etc. May provide administrative and meeting planning support for trade shows (e.g. RSNA) including scheduling of booth activities, hospitality, etc.
• Compile and research data for report preparation. May create, maintain, update, and reconcile detailed analyses for reports required or requested by executive management.
• In executive's absence, coordinate requests and perform timely follow‑up.
• Keep current with and apply most efficient administrative support business practices, and newest software or other productivity tools required to support the executive level.
• Coordinate and manage executive's travel activities, which may include foreign business travel.
• In all areas of responsibility, ensure the executive has most updated and accurate information and data available and needed.
• May be focal point or liaison on legal and Human Resources issues.
• May provide support and assistance for other executive staff, Board of Directors, Japanese staff, other TMS companies, etc.
• Special projects as assigned.

• Demonstrated poise, tact, judgment, and diplomacy in handling sensitive, highly confidential and critical issues related to the business and the efficient operation of supporting an executive.
• Demonstrated business acumen and savvy, including understanding and knowledge of the operations and protocols of a large corporation, functional responsibilities and general operating requirements.
• Excellent and effective communication skills: business writing, editing, grammar, and proofreading skills; strong verbal and interpersonal skills. Demonstrated and positive professionalism in demeanor and interactions with all levels within the organization.
• Strong proficiency utilizing standard office software, including Microsoft Word, Excel, PowerPoint, etc.
• Demonstrated excellence and ability to effectively juggle competing tasks and demands; proactively anticipate needs; establish and shift priorities; and meet conflicting or changing deadlines. Ability to meet work demands (overtime, etc.), often without notice. Strong detail orientation, proactive approach, and follow‑up skills. Ability to work independently and collaboratively.
• 4 Year / Bachelor's Degree Degree in business or related field, or equivalent.
• 7 years professional administrative support experience including support at a senior or executive level.
• Pay Information:
  Min Salary $73,200 to Max Salary $117,800 (annual equivalency); DOE

All qualified applicants will receive consideration for employment without regard to race, sex, color, sexual orientation, gender identity, religion, national origin, protected veteran status, or on the basis of disability.