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Senior Executive Assistant

2 months ago

Arlington, Virginia, United States Inclusively Full time

Position Overview:

Inclusively is collaborating with a prominent global information technology services and consulting firm to recruit a Senior Executive Assistant. Please note: this role is not an internal position with Inclusively but with the partner organization.

About Inclusively:

Inclusively is a digital technology platform dedicated to connecting candidates with disabilities, who may benefit from workplace accommodations, to inclusive employers. This encompasses all disabilities under the ADA, including mental health conditions (e.g., anxiety, depression, PTSD), chronic illnesses (e.g., diabetes, Long COVID), and neurodivergence (e.g., autism, ADHD). We encourage applicants with one or more of these conditions to apply; Inclusively does not require disclosure of specific disabilities.

Role Responsibilities:

The Corporate Services & Sustainability team is a vibrant group of professionals committed to providing essential resources and support for our personnel to thrive. We ensure that our employees have the necessary tools to deliver outstanding service to our clients.

  • Draft and prepare various non-routine correspondence in accordance with company standards for executive signature, ensuring brand compliance and accuracy in grammar and spelling.
  • Compile, process, and analyze data aligned with research objectives, and prepare comprehensive reports.
  • Coordinate and arrange meetings and conferences in collaboration with the Meeting and Events Planning team, managing both routine and complex logistics.
  • Engage with third-party suppliers, both internal and external, to address support needs and issues on behalf of the executive in a timely manner.
  • Oversee the activities of other Executive Support Associates/Analysts, assigning tasks in a structured manner.
  • Anticipate the travel requirements of the executive and independently coordinate intricate travel arrangements, including itineraries and visa procedures.
  • Prepare draft proposals and presentations with guidance from the executive and/or support from other departments as needed.
  • Manage electronic and paper-based correspondence, identifying and acting on necessary actions.
  • Handle complex calendar management, coordinating appointments and extensive rescheduling as required.
  • Provide telephone support, answering calls promptly and courteously, and acting as the executive's representative.
  • Facilitate conference calls and video conferences, occasionally involving a global audience.
  • Assist with various complex administrative tasks, including invoicing and accounts reconciliation.
  • Stay informed about our tools and technology, educating executives on new and existing processes to support our overall strategy.
  • Build and maintain relationships with executives, clients, and their Executive Support Associates.
  • Record and monitor work requests using the tracking tool in a timely manner.
  • Maintain contact and email distribution lists as necessary.

Job Requirements:

  • In-office presence is required to support client/customer interactions and events as defined locally.
  • Flexibility in work schedule and availability for overtime, including weekends, is necessary to support leadership meetings.

Qualifications:

  • Minimum of 3+ years of experience in Executive Support.
  • Preferred qualifications include expertise in Customer Experience Management, Microsoft Office, Scheduling and Logistics, and Stakeholder Management.
  • A college degree is preferred.

Professional Skills:

  • Problem Solving
  • Effective Verbal and Written Communication
  • Executive Presence
  • Collaboration and Critical Thinking
  • Customer Care and Satisfaction
  • Operational Excellence