Executive Administrative Assistant

Primary Duties & Responsibilities


* Manage complex and dynamic Outlook calendar, schedule meetings, conference calls, and events with internal and/or external parties.


* Create and edit agenda meeting, reports, and other documents to support organizational objectives.


* Capture meeting minutes, action items and follow up with assignee to completion.


* Coordinate travel arrangements, manage and reconcile expense reports.


* Maintain organizational charts and email distribution lists.


* Manage equipment, software, and office issues, and maintain department communications and materials.


* Process invoices, and assist with budget tracking.


* Draft and edit high-quality presentations, correspondence, documents, and widespread communications, ensuring accuracy and clarity.


* Works on frequent and diverse projects and problems requiring judgment and discretion for obtaining solutions within generally defined practices and policies.


* Maintain strict confidentiality regarding all sensitive information.


* Require to work onsite, schedule meetings, set up conference room including computer, AV, presentation, etc.

and coordinate with IT team as needed.


* Order and set up catering for meetings.


* Greet and escort external guests.

Education & Experience


* 8+ years of experience as an executive assistant or administrative specialist, preferably in a corporate setting.

Combination of education and experience will be considered.


* Expert computer skills and fluency with Microsoft Word, Outlook Excel, and PowerPoint.


* Proven track record of providing administrative support in a fast-paced, dynamic environment.

Skills


* Excellent verbal and written communication skills, including the ability to communicate professionally with all levels of the organization.


* Self-motivated and able to work independently on multiple projects, often under tight deadlines.


* Trustworthy with demonstrated ability to exhibit a high degree of confidentiality and integrity and exercise excellent judgment at all times.


* Able to understand and synthesize information quickly and apply critical thinking to decision-making within the scope of the position.


* Flexibility to work outside of normal business hours as dictated by business needs.

Working Conditions


* This position is onsite


* May require occasional off-site meetings


* Regular use of a computer and other office equipment is necessary


* Interaction with team members and external contacts is a regular part of the job


* May require flexibility in work hours to accommodate the executive's needs

Physical Requirements


* Sitting for extended periods while working on a computer or conducting meetings.


* Use of hands and fingers for typing, writing, and handling documents.


* Occasional lifting of objects or materials up to 20 pounds for administrative tasks.


* Ability to communicate ve...