Executive Administrative Assistant

SUMMARY

The Executive Administrative Assistant provides advanced-level administrative support and organization skills to C-Level executive(s) and ensures the efficient and effective provision of data and information as deemed necessary. This position requires an entrepreneurial focus, possesses structure, attention to detail, quality focus, high energy, self-reliance and flexibility to the demands of a fast-growing organization. In this role you will need to work well in a team environment, be able to represent the C-Level executive(s) with professional courtesy and acumen and deliver on all deadlines.

Your daily routine also includes interaction with various executive level external clients, internal manager/groups and executives across other business lines and subsidiary companies. You will need to adapt procedures, processes and techniques to complete assignments in line with assigned activities and goals.

Experience Level: Experienced Professional

Job Type: Full-time (on-site)

Key Responsibilities:

EXECUTIVE PARTNER

• Administrative Support for the CEO, President and other senior executives
• Act as liaison with other team members in a professional and effective manner
• Build significant rapport with the CEO and President and understand their day-to-day priorities, challenges, and communication style.
• Represent the company and the executives in a positive light through great follow-through skills and sound judgement.
• Serve as point person for the CEO and President to schedule team meetings, and support team projects
• Handle highly confidential information in an appropriate and professional manner
• Manage sensitive matters with a high level of confidentiality and discretion especially decisions directly impacting the operations of the company
• Assist with special projects and additional functions as requested
• Provide support and assistance in the preparation of general correspondence, presentations, and reports
• Manage multiple email account for CEO and other executives as may be deemed necessary
• Follow up as appropriate on all open topics/issues

SCHEDULE ADMINSTRATION

• Manage multiple calendars, schedule meetings and appointments, and use good judgment to discern appropriate prioritization so that calendars are consistently up to date
• Monitor and manage meetings requests and/or initiate meetings and reviews, reserve conference rooms and equipment, and coordinate catering service
• Assist with coordinating various events such as high-level business dinners, board meetings, and team offsite
• End to End coordination for customer/external visitors
• Pre-register guests, book conference rooms, and arrange catering and AV requirements for major meetings
• Set up /clean up conference room including guest internet connections, food & beverage
• Greet guests, escort them to conference room, address any needs they may have (internet connection, etc)
• Be a Team player and build/maintain a strong network
• Drive the regular cadence of leadership team meetings, and quarterly business reviews, with input into agenda scheduling

TRAVEL MANAGEMENT

· Initiate and formulate travel arrangements according to calendar, anticipate, and prepare detailed itineraries

· Manage and submit expense reports; Requires regular use of Sage Paperless and E-Capture

OFFICE MANAGEMENT

· Act as POC for office management, including coordinating office communications and emergency protocols

· Supports administration of onboarding and offboarding for employees, both internally and with our outsourced HR Partner.

ENGAGEMENT COORDINATION

· Act as an information resource on organization policies and procedures

• Schedule and prioritize appointments and meetings to maximize CEO engagement and ensure the achievement of organizational goals.
• Work collaboratively with all company team members
• Build relationships with company stakeholders, provide needed information and assist in ensuring Board Engagement as needed.
• Responsible for sending notices, tracking minutes and policies while supporting management, and advising on agenda items.
• Create an annual calendar of meetings and timelines for the lifecycle of the organization’s fiscal year.
• Prepare Board and Committee materials, ensuring the accuracy of contents for Board meetings.
• Attend Board and Committee meetings and properly record documents, gain approval, and distribute minutes when required.

SPECIAL PROJECTS AND STAFF SUPPORT

• Provide the CEO and other Sr. Executives with information and support to prepare them for meetings, presentations and internal and external events.

RELATIONSHIP BUILDING

• Serve as confidential executive assistant to the CEO, President and other Sr. Executives as needed
• Build strong relationships with all team members to ensure a smooth working environment and to maintain company culture.
• Develop and manage relationships with key stakeholders to ensure clear and timely communication for meetings and projects.
• Work closely with volunteers, lay leadership and committees.

REQUIRED KNOWLEDGE/SKILLS, EDUCATION, AND EXPERIENCE

• 5-10+ years of experience in an Executive Assistant or related administrative role
• Excellent administrative and organizational skills with the ability to exercise independent judgment, discretion, and initiative
• Ability to perform with only general instruction on new assignments and with minimal supervision
• Experience planning and leading strategic initiatives.
• Highly experienced with executive calendar management (delegate calendars), expense management, travel, and event coordination
• Demonstrated experience successfully working across borders/ organizational lines supporting matrixed leaders preferred
• Must work as a team member with the other supporting team member and groups within the company(s) by sharing workloads and tasks when necessary
• Track record of proactively anticipating needs of senior executives, demonstrating attention to detail, and managing multiple priorities
• Ability to manage and maintain sensitive and/or confidential information.
• Must be flexible, well organized, and detail-minded while handling multiple priorities.
• Select, manage, and engage appropriate outside consultants and auditors.
• Participate in pivotal decisions as they relate to strategic initiatives and operational models.
• Implement policies, procedures, and processes as deemed appropriate by senior leadership team.
• Strong PowerPoint, Excel, Word, SharePoint and PC software skills are essential, as is proficiency with collaboration tools such as MS Teams.
• Experience and/or passion supporting internal communication initiatives a plus
• BS/BA degree (or equivalent) is preferred

EQUAL EMPLOYMENT OPPORTUNITY STATEMENT

Employees are protected under Federal law from discrimination

We are an Equal Opportunity Employer encouraging diversity in the workplace. All qualified applicants will receive consideration for employment without regard to their race, color, creed, religion, national origin, citizenship status, ancestry, sex, age, physical or mental disability unrelated to ability, marital status, family responsibilities, pregnancy, genetic information, sexual orientation, gender expression, gender identity, transgender, sex stereotyping, order of protection status, protected veteran or military status, or an unfavorable discharge from military service, and other categories protected by federal, state or local law.

CULTURE INDEX

As part of our selection process, we ask all candidates to complete a personality profile survey with Culture Index. This is a survey, not a test; no passing or failing and no right or wrong answers. It generally takes 10-12 minutes of uninterrupted time to complete. Please cut and paste the following survey link into your browser as the link will not work correctly by selecting it directly from this job post. You can find the survey at this link:

COMPENSATION

SECS rewards its employees with competitive pay and benefits, an outstanding work/life balance, a first-class office environment, and a position that recognizes and rewards entrepreneurial spirit.

Think you have what it takes to join our team?

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