Executive Assistant

3 weeks ago

Las Vegas, United States Switch, Inc. Full time

General Purpose of the Position:

This position is responsible for providing exceptional administrative support and personal assistance to select members of the Executive Management Team of Switch. This position will perform a variety of diverse administrative functions/tasks requiring confidentiality, initiative and sound decision-making. This position will continuously deliver a high-level of professionalism and will be responsible for the coordination of calendars, executive travel, and planning of multiple projects and schedules. This position is expected to display superb communication and collaboration skills all with a superior eye towards the finest of details. This position will lead and/or provide support with special projects/activities, executive committee and Board meetings, and perform essential administrative functions and personal support to ensure smooth and efficient operations. The position works with executive guidance yet is expected to make autonomous decisions, as necessary. This position will report to the President as well as the CFO.

Supervisory Responsibilities:

This position carries out no supervisory responsibilities.

Essential Duties and Responsibilities:

* Provides ongoing administrative and logistics support to select members of the Executive Management Team
* Expertly coordinates, organizes and manages all travel arrangements and ensures all needs are met at all times
* Prepares individual travel itineraries and maintains agendas
* Coordinates, organizes and provides continuous support of all special projects/assignments
* Ensures continuous updates/check-in with each business partner/visitors and Executive Members by phone, email and/or in-person and addresses needs and concerns quickly and efficiently
* Provides general telephone support to ensure the executive's needs are met by screening and directing calls and the callers' needs are addressed and/or escalated as required
* Schedules, confirms and prepares all meetings (internal and external) as required; ensures all requirements are met, including, but not limited to, facilities, conference calling, A/V equipment, meals, and taxi and/or limo service, travel accommodations, etc., as needed
* Expertly prepares for Executive Management and Board of Director meetings
* Assists in the preparation of all handouts and presentation materials required for meetings, as well as catering and facilitating of breakfast, lunch and or dinner for meetings
* Tracks actual vs. budget expenses through monthly review of the operating expenses with department head and the accounting staff
* Communicates updated forecast expense information as requested
* Checks voice mail and e-mail messages and forwards critical information, as requested
* Maintains updated contact management data in Microsoft Outlook
* Proficiently maintains all schedules and appointments Microsoft Outlook, as required
* Processes office supply orders and maintains supply stock for the Executive Management Team
* Works with the Procurement department to ensure compliance to standards as well as cost effective travel options within traveler's stated parameters and tracking of overall travel expenses
* Ensures understanding and abides by all applicable policies/procedures
* Codes invoices, investigates outstanding invoices, accruals for multiple departments, completes check & wire requests, and prepares expense reports
* Serve as liaison between the Executive office and internal departments

Personal Assistance:

* Provides personal assistance to the executive and their immediate family, as required, such as administration of personal records, vendor payments, social calendaring, vacations, coordination of home vendor services, running errands, and family matters

Other Duties:

* Performs project and file management, as needed
* Performs other assignments (or duties), as required

Required Job Skills:

* Ability to interact, with all levels (internally and externally), in a fast paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism
* Ability to demonstrate a highly positive attitude, initiative, perspective and intuitiveness
* Works co-operatively across all departments to provide efficient, culturally sensitive and friendly service
* Proven ability to independently manage multiple tasks and projects with competing priorities and deadlines, screen and prioritize communications and opportunities from external and internal sources
* Must be able to work with limited supervision and make autonomous decisions
* Excellent oral and written communication and presentation skills
* Ability to handle confidential documents and other communications with absolute discretion
* Superior organizational and prioritization skills, with careful attention to detail
* Excellent calendar/schedule management skills, including the coordination of complex executive meetings
* Poise and superior professionalism
* Self-motivated and the determination to succeed
* Ability to travel out of town as necessary
* Periodically work from a remote location, as required
* Required to work a flexible schedule according to business needs/events (to include, but not limited to nights and weekends and/or shift rotation)

Computer Equipment and Software:

* Advanced working knowledge of various software applications including Microsoft Office Suite (Outlook, Excel, PowerPoint,Word) and Adobe Visio a plus

Education and Experience:

Education:

* Associates or Bachelors degree preferred

Experience:

* Minimum of 5 consecutive years or equivalent work-related experience supporting Executives, and experience working with Board of Directors, necessary
* Data center or technology company experience a positive, but not required
* Foreign language skills, a plus

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit, stand, walk, bend, use hands, operate a computer, and have specific vision abilities to include close and distance vision, and ability to adjust focus working with computer and business equipment.

The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 50 pounds.

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