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Senior Executive Assistant

4 months ago

Bethesda, United States UMUC Ventures Full time
Job DescriptionJob Description

POSITION SUMMARY

The Senior Executive Assistant plays a critical role by providing comprehensive support to a nationally respected prominent leader and innovative CEO. This dynamic position requires a person who can anticipate needs, think critically, and offer solutions to problems with a high degree of professionalism, confidentiality, and follow-up to allow the CEO to focus on driving the organization forward. The Senior Executive Assistant will have successful previous experience in an Executive Assistant role supporting C-Suite, Executives, and Board Members. This individual will have an affinity for attention to detail and be strong in organizational and time management, with the ability to bring the CEO’s vision to actionable steps with exceptional project management skills. This hybrid position will work primarily onsite. This individual may have to attend meetings outside of the office location.


RESPONSIBILITIES:

  • Manage CEO calendar, scheduling, meetings, travel, expense management, and administrative duties and anticipate CEO’s needs in advance of meetings, conferences, etc.
  • Act as "gatekeeper" and "gateway" to provide a bridge for smooth communication between the CEO and staff, demonstrating leadership to maintain credibility, trust, and support
  • Prioritize inquiries and requests while troubleshooting conflicts; make sound judgments and recommendations to ensure smooth day-to-day engagements.
  • Maintain travel documentation and expense reports
  • Interface with outside organizations including CEOs, elected officials, donors, and the media
  • Arrange and handle all logistics for meetings and events, schedule meetings; draft agendas; develop, compile, and distribute presentation materials
  • Develop and execute written communications and correspondence with partners, colleagues, and team
  • Ability to carefully edit and proofread
  • Manage and input information into databases, spreadsheets, and documents
  • Provide standard office operations support (mail, deposits, copies, etc.)
  • Support events including organizing materials, managing print production, creating and monitoring invitations and emails, and tracking and summarizing all related data in addition to on-site event support
  • Responds to requests for information and assist with special projects; design and produce complex documents, reports, and presentations


QUALIFICATIONS:

  • Significant executive support experience, including supporting C-level executives. Nonprofit board experience is highly preferred and must have exceptional references
  • Strong proofreading and editing skills
  • Attention to detail and ability to juggle multiple responsibilities without constant supervision
  • High degree of professionalism and excellent interpersonal skills in dealing with diverse groups of people, including Board members, senior executives, staff, community leaders, donors, and other organizations
  • 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
  • Ability to work outside of “normal” office hours as needed to support the fast-moving and dynamic, think critically and offer solutions to problems with a high level of professionalism, confidentiality, and follow-up to allow the CEO to focus on continuing to make an impact in so many lives across the nation CEO
  • Detail-oriented with the ability to manage and anticipate numerous administrative duties with accuracy and excellence
  • Excellent and professional written and oral communication skills, with the ability to analyze and synthesize information concisely
  • Highly proficient with technology and various programs including but not limited to Microsoft Office (Outlook, Word, Excel, Powerpoint), Google Suite, SalesForce, Slack & Asana
  • Excellent time management skills, with an ability to take the initiative, work independently, and meet multiple deadlines in a fast-paced work environment
  • Needs to be experienced and comfortable communicating with high-level staff including C-level
  • Must exhibit professional discretion


Schedule: 8-hour workday; on call/weekends as needed

Location: Bethesda, MD: need to reliably commute (Required). Most days onsite.

Experience highlights:

  • Executive Assistant: at least 10 years (Required)
  • Calendar management: 5 years (Required)
  • Supporting a high-level executive: 7 years (Required)


We offer a salary of 85k-110K, plus generous 401(k), time off between Christmas and New Year in addition to generous PTO, and free tuition for the employee and spouse/dependents.

* Only those with executive experience, who fit the requirements, will be considered.