Senior Executive Assistant
3 weeks ago
- Serves as an assistant to one or more of the executive officers of the organization of company, such as the President, Chief Executive Officers, Chief Financial Officer, Chief Information Officer or executive vice presidents (C-Suite)
- Requires discretion, confidentiality, a good understanding of technical and business vocabulary, and a detailed knowledge of the organization’s operations, procedures and people
- Collects and prepares information for use in discussions/meetings of executive staff and outside individuals
- Works on problems of diverse scope where analysis of data requires evaluation of identifiable factors
- Exercises judgment within generally defined practices and policies in selecting methods and techniques for obtaining solutions
- This person must recognize and discern what information may be disclosed to individuals within and outside the organization in order to protect confidences, confidential and proprietary information, and as the information may relate to a publicly-traded company
- Partners with executive in identifying key opportunity areas while also working to reduce their daily workload. Provides proactivity and tactical expertise in an organized manner
- Exercises discretion and confidentiality with sensitive company information
- Works independently providing support to senior executive performing a broad range of administrative functions, to include highly sensitive/confidential matters
- Act as a key resource and liaison to other functional areas of the business, building cross-function relationships as needed
- Demonstrates a high level of professionalism and discretion in the development of communications, memos and agreements made on behalf of the executive
- Researches and prioritizes issues and concerns addresses to the executive
- Determines a recommended and appropriate course of action, referral, or response using independent and incisive judgment
- Provides information to callers which requires extensive knowledge of company policies, practices, and operations
- Accountable for the executive’s meeting commitments and deadlines
- Acts as a Subject Matter Expert (SME) for department staff, regarding corporate policies, procedures and other functional requirements
- Drafts, edits and proofs various types of documents including correspondence, meeting minutes, and presentation material. Manages complex editorial changes to documents from multiple parties
- Coordinates, as needed, with other staff for routing and signatures
- Serves as a “gatekeeper” by screening emails, phone calls and visitors; determines the most appropriate allocation of executive’s time for scheduled/unscheduled events, meetings and requests
- Acts as a liaison with senior management team. Interfaces with all levels of employees and external associates
- Facilitates internal communication (e.g. distribute information and schedule presentations)
- Determines methods and procedures for new assignments. Provides more efficient ways to manage the office functions and troubleshoot malfunctions
- Review and recommend changes to policies/guidelines, process. Performs research and handling of special projects
- Based on knowledge, may meet with visitors, in place of executive, to discuss, review or evaluate latest project matters
- Manage, plan, organize and verify executive’s calendar while maintaining contact information. Accept event/meeting invites, on behalf of the executive, as scheduled time permits. May represent executive in meetings unable to attend
- Answer, screen, respond to or route incoming calls; open and prioritize mail. Read, review and respond to emails on behalf of executive.
- Organize meetings/events, both on and off-site which may include extensive arrangements, depending on the nature of the meetings and the location of attendees.
- Direct and occasionally partner with catering/vendors to order refreshments, as needed. Collaborate with travel department to coordinate travel arrangements, itineraries and agendas, according to executive’s preference; keeping within budget
- Prepare expense reports for executive; gather required documents; research missing documents or billing discrepancies; submit for processing in a timely manner
- Complies with corporate travel policies and expenses reporting practices
- Monitor business expenses/budget for the department; prepare and produce reports for executive review and approval. May provide budget recommendations
- May assist or perform invoice analysis as needed
- Procures office supplies and monitors and may manage budget for functional area
- May assist or mentor other EAs in the organization
- All other duties as assigned
- Bachelor’s Degree
- 8+ years of relevant experience
- Administrative support of upper management or executives
- International Associate of Administrative Professionals (IAAP) Certification
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