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Executive Support Specialist

2 months ago

Washington, Washington, D.C., United States UNITED NEGRO COLLEGE FUND Full time
Job Summary

We are seeking a highly skilled and experienced Executive Support Specialist to join our team at the UNITED NEGRO COLLEGE FUND. The successful candidate will provide administrative support to our Executive Level Leadership, performing various duties to support the division/department.

Key Responsibilities
  • Executive Support: Provide administrative support to VP, Human Resources and EVP, People and Culture with organization, scheduling, correspondence, and meetings.
  • Schedule Management: Manage schedules and communications of key company executives.
  • Office Organization: Take responsibility and ownership of office organization, project management, deadline compliance, and important documents and files.
  • Communication: Prioritize emails and phone calls, gathering documents for meetings, and coordinating travel arrangements.
  • Confidentiality: Handle confidential information with the utmost discretion and professionalism.
  • Initiatives and Projects: Assist in planning and executing initiatives and special projects as directed by the VP and/or EVP, People and Culture.
  • Relationship Building: Establish and maintain effective cooperative professional business relationships with all levels of management, employees, and outside clients.
  • Administrative Support: Administrative support duties will include, but not limited to, the following:
    • Invoice, billing reconciliation and expense reports for the HR Leadership team.
    • Maintain time off calendar for HR team to include sick, vacation and summer days.
    • Draft correspondence and memoranda, edit meeting minutes, create PowerPoint slides, answer and screen the senior executive's phone calls and direct inquiries to the proper party within the team.
    • Provide appropriate materials to prepare the senior executive in advance of upcoming meetings.
    • Coordinate meeting arrangements, including scheduling conference rooms, setting up refreshments; ordering catering, making logistical arrangements, and assembling necessary background material for scheduled meetings.
    • Coordinate onboarding plans, including technology, materials, meetings for any new direct reports on the HR team.
    • Create PowerPoint presentations and assist with developing and updating Excel spreadsheets and other documents.
    • Prepare event and meeting materials including assisting with the creation of presentations, handouts, and other related materials, as well as printing and collating materials for the Human Resources team, the Senior Leadership team, and the Board of Directors.
    • Provide back-up assistance to other administrative support team members as needed.
    • Other duties as assigned.
Requirements
  • Education and Experience: High school diploma required; bachelor's degree preferred with a minimum of 7 years administrative assistance/secretarial experience required.
  • Software Skills: Knowledge of O365 with intermediate to advanced knowledge in Word and Excel. Must be proficient in mail merges and correcting source or cell errors. Must be proficient in the manipulation of Excel formulas.
  • Other Skills and Abilities: Excellent phone etiquette; strong organizational, interpersonal, and listening skills. Ability to work under pressure, in a fast-paced, deadline-oriented environment, with a high level of professionalism and confidentiality. Must have experience with complex scheduling and calendar management. Must have the ability to prioritize and manage multiple projects simultaneously and complete them in a timely manner. Must display initiative and the ability to work well independently and demonstrate exceptional customer service skills. Acting as a proactive creative problem solver, liaison, and facilitator in managing support responsibilities. Must be a self-starter, cooperative, and work well in a group.