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Executive Assistant

3 months ago

Salt Lake City, United States teamworkonline Full time

The Executive Assistant will provide high-level administrative support to two c-suite executives, ensuring efficient operation and handling of their day-to-day activities. The role requires an experienced, proactive individual with exceptional organizational skills, attention to detail, and the ability to manage multiple tasks simultaneously.


DUTIES & RESPONSIBILITIES:

  • Provide sophisticated calendar management for c-suite executives: Prioritize inquiries and requests while troubleshooting conflicts; make judgments and recommendations to ensure smooth day-to-day engagements.
  • Complete a broad variety of administrative tasks that facilitate the executive’s ability to effectively lead the organization, including: assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; attending meetings for both executives as required and following up with any action items, as well as providing meeting notes; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense and mileage reports.
  • Serve as the primary point of contact both internally and externally on all matters pertaining to the executives, including those of a highly confidential or critical nature. Prioritize and determine the appropriate course of action, referral, or response, exercising judgment to reflect the respective executive's style and organization policy.
  • Work closely with the executives to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Act as a "barometer," having a sense for the issues taking place in the environment and keeping the executives updated; anticipate executive’s needs in advance of meetings, conferences, etc.
  • Provide a bridge for smooth communication between the executives and staff, demonstrating leadership to maintain credibility, trust, and support with the Executive Team. 
  • Coordinate strategic business initiatives and guide them to completion.
  • Embrace a culture of inclusion and diversity where guests and team members feel welcomed, valued, and heard.
  • Protect the reputation of the company
  • Exemplify the Utah Jazz mission and values: transparency, all-in, community-obsessed, one-team, and scrappy
  • Accept other duties, as assigned

COMPETENCIES:

  • Communicates effectively – Develops and delivers multi-mode communications that convey a clear understanding of the unique needs of different audiences.
  • Interpersonal savvy – Relates openly and comfortably with diverse groups of people.
  • Organizational savvy – Maneuvers comfortably through complex policy, process, and people-related organizational dynamics.
  • Customer focus – Builds strong customer relationships and delivers customer-centric solutions.
  • Decision quality – Makes good and timely decisions that keep the organization moving forward.
  • Manages complexity – Makes sense of complex, high quantity, and sometimes contradictory information to effectively solve problems.
  • Demonstrates self-awareness – Uses a combination of feedback and reflection to gain productive insight into personal strengths and weaknesses.

QUALIFICATIONS:

  • Significant executive support experience, including supporting C-level executives.
  • Bachelor’s degree in Business Administration or related field preferred.
  • Exceptional organizational skills and impeccable attention to detail.
  • High degree of professionalism in dealing with diverse groups of people, including senior executives, staff, community leaders, sponsors, and community partners.
  • Make appropriate, informed decisions regarding priorities and available time.
  • Ability to complete a high volume of tasks and projects with little or no guidance.
  • Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
  • Able to maintain a high level of integrity and discretion in handling confidential information.
  • Excellent judgment is essential.
  • Ability to switch gears at a moment’s notice. 

PHYSICAL DEMANDS:

  • This person must be able to communicate and express themselves both written and verbally.
  • This person must be able to observe, inspect, estimate, and assess.
  • This person must be able to sit, stand, bend, and walk for extended periods of time.

The Utah Jazz provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, perform essential job functions, and receive other benefits and privileges of employment. Please contact us at recruiting@utahjazz.com to request accommodation.

Note: The need may arise to revise, supplement, or rescind portions of this job description, and the Utah Jazz reserves the right to do so at any time. Employees shall be required to meet the qualifications and perform the duties of any revised job description.