Executive Assistant

PURPOSE AND SCOPE:

Provides advanced administrative support for Chief level executive (“C suite”) roles, assisting in key projects and confidential initiatives at a corporate level.

Position involves continual association with high priority items and timelines.

Manages highly confidential and sensitive material with exposure to confidential contacts.

Position has high degree of visibility and acts as a primary liaison for the executive.

This role reports to a Chief level executive or broad-scope Executive Vice President that reports to a CEO.

PRINCIPAL DUTIES AND RESPONSIBILITIES:


* Provides advanced administrative support to executive and top management in the functional department.

Routinely responds on behalf of the executive to written and electronic communication.


* Handles material of a highly confidential and time-sensitive nature, as well as a variety of complex situations involving clerical/administrative functions of the office that do not require the direct attention of the executive.


* Uses considerable judgment and initiative to determine the appropriate action to take in non-routine situations.


* Interprets and adapts guidelines, precedents and practices.


* Organizes and coordinates highly confidential and high level meetings /conferences for the executive as needed.  Identifies and resolves potential conflicts in schedules and locations as required.


* Anticipates and prepares materials needed by the executive for conferences, appointments, meetings, telephone calls etc.


* Manages travel arrangements.


* Reconciles expense reports for executive.


* Prepares budgets for executive to review and may gather data for various types of reporting.


* May assists in the preparation of reports as required by senior staff by contacting various company personnel at all levels to collect, compile, and analyze complex information.


* Relies on experience and judgment to plan and accomplish goals.


* Within established guidelines, makes independent decisions regarding planning, organizing, and scheduling work. 


* May perform standard administrative functions such as screening mail and telephone calls, scheduling appointments and maintaining the calendar, setting up the office filing system, and coordinating meetings (large, complex, internal or external).


* Structured time and task tracking to support key initiatives and projects within HR.


* Execution and optimization of administrative processes to ensure efficient leadership support, such as initiating, reviewing, and approving third-party payment instructions, invoice processing and approval, onboarding of new employees, and maintaining distribution lists.


* Acting as an interface between the HR leadership team, business units, and external partners to ensure smooth collaboration.


* Keeps records of equipment purchases and maintenance for the department.


* May maintain certifications, memberships, an...