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Executive Support Specialist to Chief Administrative Officer
2 months ago
Role Summary: The Executive Support Specialist will provide comprehensive administrative assistance to a high-level executive within the organization. This position requires a proactive individual with exceptional attention to detail, capable of managing a dynamic office environment.
Key Responsibilities:
- Manage a complex calendar and schedule for the executive.
- Create daily task lists and oversee follow-up processes, determining which tasks can be delegated.
- Draft, review, and modify sensitive documents with a high degree of confidentiality.
- Understand the operational relationships of the executive and facilitate communication accordingly.
- Coordinate with external legal advisors on ongoing litigation, subpoenas, and contractual matters.
- File documents electronically and arrange for e-signatures as necessary.
- Utilize corporate databases to generate reports and manage documentation.
- Organize and maintain physical files, ensuring accessibility of important documents.
- Efficiently manage internal and external scheduling requests, demonstrating strong prioritization skills.
- Anticipate the needs of the executive and proactively address potential challenges.
- Facilitate logistics for large meetings and team gatherings.
- Arrange intricate travel plans and manage related logistics.
- Act as a reliable partner across various departments.
- Assist in the preparation of presentation materials and resources.
- Complete expense reports and perform other administrative duties as required.
- Organize team events and contribute to special projects beyond core responsibilities.
- Execute additional personal and professional administrative tasks as needed.
Qualifications:
- Bachelor's degree from an accredited institution preferred.
- Strong writing skills, preferably with a background in English or a related field.
- Minimum of 5 years of relevant experience in an administrative support role.
- Experience in an agency setting is advantageous but not mandatory.
- Proficient in Microsoft Office Suite, Adobe Acrobat, and internet applications.
- Excellent organizational, interpersonal, and communication skills, with a focus on professionalism.
- Meticulous attention to detail and the ability to manage multiple priorities effectively.
- Strong project management capabilities and follow-up skills.
- Able to thrive in a fast-paced, collaborative environment.
- Resourceful with sound judgment in handling confidential information.
Benefits: Our benefits package includes medical, dental, and vision coverage, along with additional voluntary benefits and a 401K plan. Employees have the flexibility to select coverage that suits their individual needs. Paid leave options may include Sick Leave and other federally mandated leave, as well as holiday pay, subject to eligibility criteria.
Equal Opportunity Employer: We are committed to creating a diverse environment and are proud to be an equal opportunity employer. We welcome applications from all qualified individuals.
