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Senior Executive Assistant to the CEO

2 months ago

Trenton, New Jersey, United States Panna Knows Full time
Job Overview

About Panna Knows:

Panna Knows is dedicated to uniting industry sectors to address supply-chain challenges through the effective implementation of established standards. With over 340,000 businesses across 25 sectors relying on our expertise, we facilitate trading-partner collaboration while enhancing the efficiency, speed, visibility, security, and sustainability of business operations. Our innovative solutions leverage unique global identification systems, bar codes, Electronic Product Code-based RFID, data synchronization, and electronic information exchange.

Position Summary:

We are seeking a highly skilled Executive Administrative Assistant to provide top-tier administrative support to our President/CEO. This pivotal role encompasses document preparation, meeting organization, calendar oversight, general office management, and travel coordination. The Executive Administrative Assistant will collaborate closely with the President/CEO to ensure seamless office operations and will serve as a key liaison between the President/CEO and other executives, staff, and external partners.

Ideal Candidate Profile:

The successful candidate will be an experienced executive administrative professional with a minimum of five years supporting C-suite executives. You thrive in a collaborative environment and are adept at managing multiple tasks in a dynamic setting. Your ability to navigate complex situations with clarity and professionalism is essential.

As the face of the President/CEO's office, your communication style will reflect our core values of Respect, Collaboration, and Innovation.

Key Responsibilities:

  • Facilitate relations between the President/CEO and the Board of Governors, fostering strong working relationships with Board members and their assistants.
  • Oversee comprehensive meeting planning and coordination for Board meetings and related committees, ensuring timely scheduling and logistics.
  • Manage the collection and distribution of Board meeting materials using electronic solutions.
  • Assist the President/CEO in tracking and following up on action items from meetings.
  • Process travel reimbursements for Board members and manage travel arrangements.
  • Prepare, edit, and compose reports, correspondence, and presentations, including sensitive documents.
  • Handle communications and respond to routine inquiries independently when appropriate.
  • Manage the President/CEO's calendar, prioritizing appointments based on urgency and importance.
  • Maintain an annual calendar of organizational activities to prevent scheduling conflicts.
  • Coordinate domestic and international travel arrangements, including visa and passport management.
  • Process invoices and prepare expense reports in compliance with company policies.
  • Audit invoices and expense reports submitted by the executive's direct reports for accuracy.
  • Assist the President/CEO with occasional personal tasks, including travel arrangements.

This role requires minimal travel, less than 10%.

Qualifications:

  • Associate's degree or equivalent experience.
  • Over 10 years of progressively responsible administrative experience, with at least 5 years supporting C-suite executives.
  • Exceptional verbal and written communication skills.
  • Proficient in Microsoft Office Suite and Outlook, with a willingness to learn new software.
  • Experience with Concur for travel and expense management is preferred.
  • Strong organizational skills and attention to detail.
  • Excellent time management abilities, capable of handling multiple priorities in a fast-paced environment.
  • Proven ability to manage confidential information with discretion.
  • Collaborative team player with a professional demeanor.
  • Strong judgment skills and the ability to assess situations effectively.
  • Proactive in anticipating the needs of executives and mobilizing resources accordingly.
  • Effective follow-up and follow-through skills.
  • Ability to work independently with minimal supervision.
  • Demonstrated versatility in communication with diverse individuals.
  • Professionalism, diplomacy, and a positive attitude are essential.
  • Ability to navigate ambiguity and resolve internal conflicts when necessary.
  • Keep the executive informed on project progress and take initiative to ensure tasks are completed.

What We Offer:

  • A hybrid work environment.
  • Generous PTO policy.
  • Comprehensive holiday schedule.
  • 401K with immediate contributions.
  • Top-tier medical coverage.
  • Access to professional development resources.

Panna Knows is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, sexual orientation, gender identity, or national origin.