Executive Assistant

Overview

The Executive Assistant provides high-level, strategic administrative support to multiple executives, managing complex projects and business processes that require exceptional discretion, sound judgment, and confidentiality. This role serves as a trusted partner to senior leadership, ensuring seamless operations, effective communication, and the efficient execution of priorities in a fast-paced environment.

• Proactively manage executive calendars and coordinate internal and external meetings.
• Regularly communicate with executives, internal partners and external parties on requests and ensure they are prepared for meetings and events, including preparing documents, materials, agendas, and reports.
• Handle sensitive matters with a high level of confidentiality and discretion.
• Organize and maintain confidential data and information with the utmost integrity.
• Act as first line of coordination for inbound requests to executives, applying judgment to route, respond, or escalate.
• Prepare expense reports, process invoices and monitor budgets for areas supported.
• Coordinate travel logistics on an as needed basis.
• Perform general office duties such as ordering supplies, maintaining records management system and assisting with daily operations.
• Impeccable organizational and time management skills with the ability to adapt when needed and juggle multiple priorities effectively.
• Other projects as required.

• Associate’s degree preferred in office management or related field.
• High School Diploma or GED plus 8+ years of experience supporting Executives will be considered.
• Digital fluency and high proficiency in Microsoft Office Suite including PowerPoint, Word, Excel, Outlook, and Teams.
• Excellent communication skills (both verbal and written).
• High level of integrity and the ability to maintain confidentiality with sensitive information.
• Excellent phone and customer service skills.
• A proactive and solution-oriented mindset, anticipating needs and taking initiative in a fast-paced environment.
• High level of interpersonal skills and professionalism to be able to interact with all levels of executives, both internally and externally, as well as Board members.
• Ability to perform administrative duties using independent judgment and personal initiative and resourcefulness.
• Additional:
  • Ability to interact with all departments including company and its subsidiaries and all levels of management.
  • External:
    Agencies, vendors, attorneys, clients, board or directors etc.
  • Must be able to remain in a stationary position 50% of the time.
  • The person in this position needs to occasionally move about inside the office to access file cabinets, office machinery, etc.
  • Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine and a computer printer.
  • Close visual acuity to perform an activity such as preparing and analyzing data and figures, viewing a computer terminal; expansive reading or visual inspection of work.
  • The person in this position frequently communicates with peers within their own department or other departments.
  • Must be able to exchange accurate information.
  • The worker is subject to environmental conditions. Protection from weather conditions but not necessarily from temperature changes.
  • Occasionally, travel to other office locations to conduct business or attend training.

Benefits:
Our client offers the following benefits: medical, dental, vision, basic life/AD&D, supplemental accidental death and dismemberment, supplemental life, HSA, long and short-term disability, 401k, flexible spending, career development, vacation time, sick and person days.

WorkDynam

X and our Client are Equal Opportunity Employers.