Executive Administrative Assistant

2 months ago

Cedar Rapids, United States United Fire & Casualty Full time

The Executive Assistant will manage access to the executive team by directing communication and information flow to/from named executives, maintaining, and modifying the executive's complex schedule, and ensure the executives are aware of issues that need immediate attention. They provide a broad range of highly skilled and highly confidential administrative support to ensure smooth operation of the office. The EA must maintain strong interpersonal relationships with employees at all levels of the organization.

Essential Duties & Responsibilities:

  • Act as the point of contact for certain executives and various external partners
  • Proactively manage complex and often fluid calendars, taking initiative to resolve scheduling conflicts as needed
  • Manage information flow in a timely and accurate manner
  • Manage travel arrangements including booking of flights, hotels and car reservations, and other documents as required for staff to travel
  • Track, organize and coordinate expense reporting
  • Prepare and review reports, spreadsheets, presentations, and finished documents relevant to executive's needs
  • Maintain meeting agendas, perform research for meetings and taking notes while attending meetings
  • Format information & manage internal and external communications - across various platforms such as company newsletters, emails, reports, pitch decks, speeches, and presentations.
  • Provide administrative back up support to the Executive Assistant Team including support to other executives as needed
  • Manage and maintain administrative, reference and follow-up file systems
  • Support leaders, at times, during non-standard working hours, during travel, or as company priorities deem necessary
  • Manage various office and administrative functions and tasks as necessary
  • Assist with events including finding a location, ordering food, meeting with location on details, attending the events to provide support, prepare materials, and other needs for a successful event
  • Maintain strong interpersonal relationships with employees at all levels of the organization
  • Ensure confidentiality on all matters
  • Develop and maintain effective business contacts with vendors and services
  • May be required to contribute to projects and activities not included in other principal accountabilities to assist in the accomplishment of business objectives and professional development
Qualifications:

Education:
  • Bachelor's degree in a business-related field preferred
Experience:
  • 5+ years of executive/administrative assistant related experience
Knowledge, skills & abilities:
  • Track record of outstanding achievement with a demonstrated desire and ability to proactively take on challenging work.
  • Proven ability to cultivate and maintain positive working relationships with people at all levels inside and outside of the organization
  • Maturity, professional demeanor, and personal discretion to interact with business leaders
  • Independent decision making and problem-solving skills with the ability to develop solutions in a logical and systematic way
  • Excellent communication skills emphasizing writing and speaking succinctly, clearly, and effectively
  • Excellent listening skills with a proven ability to comprehend communication
  • Excellent organizational and time management skills with an attention to detail and follow-up.
  • Ability to handle multiple priorities, work under time constraints, and meet deadlines
  • Demonstrated ability to exercise prudent judgment involving issues of a highly confidential and sensitive nature
  • Ability to maintain a positive attitude and adapt to changes in environment and responsibilities
  • Dedication to continuous learning
  • Proficiency in the Microsoft Office Suite (Outlook, Calendar, Word, PowerPoint, and Excel) required
  • Strong business acumen to understand operations and key priorities
  • Highly efficient with a strong attention to detail
  • Autonomous and work wells with minimal supervision
Working Conditions:
  • General office environment
  • Occasional overnight travel likely

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