Executive Assistant

Executive Assistant

Job Location s: US-Remote

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Under limited direction, the Executive Assistant is responsible for providing a variety of confidential and administrative support for a senior level executive. Regularly coordinates meetings and makes travel arrangement decisions for the executive. Manages calendar for executive. Plans, organizes and schedules own work. Composes internal and/or external correspondence; maintains and updates office records; compiles information for reports and presentations; answers telephone calls and emails;

files expense reports; purchases office supplies; handles invoicing;
May serve as a lead/mentor to other Administrative Assistants in the office.

• Scheduling / Meeting Management:
  • Coordinates the executive's work and personal calendars to minimize conflicts, prevent double bookings, allow for travel time between meetings, and support work life balance.
  • Verifies meeting attendance and sends confirmations as necessary. Prioritizes and delegates meeting invitations.
  • Anticipates work/office time on calendar regularly to assist in the executive's work life balance.
• Maintains detailed reference materials for executive's boards and committees involving local, state, and/or national organizations.
• Prepares daily meeting folders to ensure executive has appropriate pre-read materials for meetings (e.g. agenda, presentations, etc.)
• Attends meetings to assist in meeting logistics, agenda, etc.
• Schedules and coordinates staff meetings of executive's direct reports/leadership team.
  • Acts as the liaison between executive and all direct reports. Schedules meetings and conference rooms, prepares and sequences agendas, plans lunch and dinner arrangements, selects menus, establishes time frames, and secures audio visual equipment. Assures that established schedules are maintained. Follows-up with staff members to collect reports or materials needed by executive for various committees, staff and other meetings.
• Coordinates work and personal travel arrangements for executive that includes flight and hotel reservations, deposits, registration/tour fees and itinerary preparation for extended travel.
• Negotiates meeting fees/costs and contracts with vendors (hotels, restaurants, etc.) and internal departments for leadership and Team Members.
• Communication:
  • Works independently when reviewing, highlighting, prioritizing, and processing executive's regular and electronic mail. May recap and summarizes mail in a brief, concise manner for quick review by executive. Handles priority mail by telephone or memo. May draft responses for executive use. Initiates routine and non-routine correspondence and memoranda.
  • Screens telephone calls and visitors. Determines best action when screening calls. Greets visitors. Responds to a wide range of routine and complex inquiries.
  • Prepares letters, memos and/or reports, often of a confidential nature. Drafts responses for approval. May compose and send correspondence of moderate complexity without review, such as congratulatory letters, and/or instructions on policies and procedures, and responses regarding receipt of information.
  • Researches /extracts information and supporting data for executive meetings, presentations, seminars, workshops, or conferences on a short-term and long-term basis.
  • Communicates regularly with other internal boards/committees, senior executive leadership and other senior management, executive staff and executives outside the company. May also communicate with the Board(s) of Directors and practices a high level of diplomacy and discretion in all these communications.
  • Provides positive, responsive, professional and timely responses to internal and external communications.
• Administrative Duties:
  • Helps with the on-boarding and office set up for new Team Members.
  • Maintains follow-up system for executive. Initiates due date responses to the CEO and other senior leaders. Maintains and updates office records, rosters, directories and/or manuals, such as:
    Team Member files, vacation or weekly meeting schedules, and Team Member listings.
  • Compiles information from a variety of sources to prepare standard and ad hoc reports and exhibits. Assembles materials and prepares exhibits for reports, presentations, special projects and other office related activities as directed.
  • Ensures the budget coordinator receives all…