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Senior Administrative Assistant-Executive Assistant

4 months ago

Miami, United States American Public University System Full time
Executive Assistant
American Public Education, Inc.

This role provides administrative support to the American Public Education, Inc. (APEI) Enterprise Leadership Team members, including the Senior Vice President & Chief Human Resources Officer and Senior Vice President & General Counsel. The Executive Assistant is responsible for a broad variety of administrative duties, providing onsite and virtual support to ensure business operations run smoothly. The Executive Assistant reports to the Manager, Office of the CEO.

The Executive Assistant reports to the Manager, Office of the CEO. This role has no direct or indirect reports.

Responsibilities:

  • Completes a broad variety of administrative tasks to include managing extremely active calendars; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for meetings.
  • Prepares reconciliation of credit card expenses and completed expense reimbursements.
  • Coordinates guest visits from outside organizations and handles corresponding logistics.
  • Coordinates food and beverage orders including ordering, set up and take down for executive functions and/or guest meetings including APEI Board of Directors meetings
  • Assists with Director's Desk (NASDAQ) administration for board-related materials and communication, as well as administrative preparation for the board meetings. Travels to board meetings as needed.
  • As needed, travels to other corporate locations to support meetings and events.
  • Processes payments and reimbursements utilizing the organization's accounts payable systems and processes.
  • Maintains and manages invoices for the Office of the CEO.
  • Maintains executive's contact database.
  • Maintains electronic and physical files.
  • Performs office tasks such as copying material, assembling binders/packets, creating/updating documents, and spreadsheets, etc.
  • Maintains working knowledge of the organization's Travel Policy, including direct coordination with the organization's travel company and oversight of travel reporting functions.

Requirements:

  • 2+ years of experience supporting C-level executives, preferably in a public company.
  • Can-do attitude with demonstrated ability to perform in fast-paced, deadline-driven environment.
  • Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
  • Superior interpersonal skills and the ability to build strong relationships and collaborate across functions.
  • Excellent written and verbal communication skills.
  • Unquestionable discretion and ability to maintain confidentiality.
  • Strong decision-making ability.
  • Highly resourceful team player.
  • Ability to anticipate approaching problems and establish plans for future success.
  • Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
  • Highly proficient with MS Office Suite, Teams, Zoom, and other collaboration tools to enable productivity in a virtual environment.
  • The employee's work location is flexible with a blend of remote work and in-office work from the core office locations in Fort Lauderdale, FL and travel to, Charles Town, WV and Washington, D.C.
  • Employee must have high speed internet connection and a dedicated workspace.
  • The employee must frequently lift and/or move up to 25 lbs.
  • Sedentary or sitting position for long periods of time.
  • Requires travel including same day and overnight travel to off-site meetings and functions.

Education:

  • Bachelor's degree preferred

About Us:

Online, on campus and in the workplace, we provide higher education and training to our country's heroes - military service members, veterans, nurses, government employees, and motivated professionals that want to make a difference. American Public Education, Inc. educates service-minded students, ranging from the military, public service, federal agencies, and nursing communities, through American Public University System (APUS), Hondros College of Nursing (HCON), Rasmussen University and Graduate School USA (GSUSA).

It is the policy of American Public Education, Inc. (APEI) to afford equal opportunity to all qualified persons. We treat all qualified individuals equally as to their recruitment, hiring, assignments, advancements, compensation, and all other terms and conditions of employment. American Public Education, Inc. does not discriminate on the basis of race, color, religion, creed, sex, age, national origin, sexual orientation, or physical, mental, or sensory disability, or any other characteristic protected by law.