Sr Executive Assistant

Job Description The Senior Executive Assistant is responsible for the organization and coordination of executive office operations, procedures and resources to facilitate organizational effectiveness and efficiency. This position supports the senior executives at the level of SVP, EVP, President, and/or CEO.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

include the following. Other duties may be assigned.

Act as courier between assigned executive leaders and/or their teams/departments, as well as other departments as necessary

Responsible for maintaining calendar, contacts, and email communication on behalf of senior leader when necessary

Coordinate and schedule meetings using Outlook, reserve conference lines, conference rooms and ensure conference room and equipment are prepared and in working order prior to meeting

Organize and maintain file systems, files correspondence and other records to ensure files remain current, confidential and secure

Open, read and route incoming mail; prepare outgoing mail, including certified mail and correspondence, including e-mail, faxes and overnight courier service; copy correspondence and other printed materials as necessary

Greet visitors and direct to appropriate area or person

Arrange and coordinate travel schedules and reservations, both domestic and internationally

Order catering for meetings

Organize social events internally and outside of the office

Order supplies through appropriate vendors, ensuring ordering does not exceed budget

Use ITG process to request computer and communication setup, changes and equipment from the Information Technology department (requires tracking of each ticket and follow-up with the next level assigned until ticket is closed); escalate issues when necessary

Remain up to date on company communications and distribute information as necessary

Manage department alias and users assigned

Maintain and distribute monthly financial calendar and reminders; complete monthly reconciliation of leader Procurement Card transactions

Process approvals on behalf of leader for the following - travel (work with travel vendor), Procurement Cards (using Chrome River system), Purchasing

Requisition s (using Oracle)
Provide support with HR functions (confirming interview and on-boarding appointments for leader and assist with new hire paperwork)
Maintain office services by organizing office operations and procedures; controlling correspondence; assigning and monitoring clerical functions

Maintain office efficiency by planning and implementing office systems, layouts, and equipment procurement

Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

High level of professionalism

Ability to maintain strict confidentiality at all times

Strong communication skills

Problem analysis and assessment; decision making skills

Excellent planning and organizing skills

Self-motivated individual who takes initiative

Attention to detail and high level of accuracy

Ability to multi-task and work as a member of a team Strong computer skills to include proficiency with Microsoft Excel, Word, PowerPoint, Chrome River, Outlook and the ability to learn other software programs as required.

EDUCATION and/or

EXPERIENCE:

Bachelor’s degree and 5 or more years supporting C-suite executives; or equivalent combination of education and experience.

SUPERVISORY RESPONSIBILITIES:

NONECERTIFICATES, LICENSES, REGISTRATIONS:

Notary Preferred PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job,…