Executive Assistant I

Summary:


* Reporting directly to the Director of Social Responsibility/Executive Office Administrator, assists the departments within the Office of the Shareholder through performing a variety of diversified and confidential secretarial and administrative support duties which require a range of skills and knowledge of organizational policies and procedures while maintaining a confidential environment.


* Prepares meeting agendas, memos, presentations and correspondence; completes a variety of non-routine assignments; coordinates busy and shifting office calendars including scheduling and coordinating meetings and/or conferences, and attends meetings for the purpose of recording, preparing and distributing minutes and reports; processes confidential and sensitive information in support of administrative activities, and serves as the primary liaison for executive and other senior management personnel.

Responsibilities:


* Plan, coordinate and ensure the established Executive's schedule is followed and respected.

Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the Executive's time and office.

Manage and maintain executive calendars and meetings and resolve scheduling conflicts.


* Communicate directly and on behalf of the Executive with others on matters related to the Executive's initiatives and objectives.


* Work closely and effectively with the Executive to keep him/her well information of upcoming commitments and responsibilities, following up appropriately.


* Work collaboratively with the other three Executive Assistant's within the office of the shareholder.


* Successfully complete critical aspects of deliverables with a hands-on approach, including drafting letters, correspondence, and other tasks that facilitate the Executive's ability to effectively lead the company.


* Prioritize conflicting needs; handle matters expeditiously, pro-actively, and follows-through on projects to successful completion, often with deadline pressures.


* Produce documents (PowerPoint, Excel, Word, etc.) with a high level of polish suitable for executive level review. 


* Demonstrate ability to take information and concepts and translate them into professional level documents.

Education/Certifications:


* Bachelor's Degree or some college course work in administrative and personnel management preferred.


* Certified Administrative Professional (CAP) designation preferred.

Requirements:


* A minimum of three years' experience performing increasingly complex and highly responsible office and administrative/secretarial support work of which at least two years involved administrative support work in an executive/senior management office for an academic or business office environment preferred.


* Experience supporting multiple executives and interacting with c-level executives and board members.


* Ability to stay calm under pressure and help find soluti...