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Executive Support Specialist

2 months ago

Atlanta, Georgia, United States Bottomline Full time
Job Summary

The Executive Administrative Assistant will be tasked with supporting all the conventional aspects of daily operations, including calendars, travel arrangements, meetings, and correspondence. This role requires a strong administrator with good judgment, an eye for accuracy, and discretion in handling confidential information.

Key Responsibilities
  • Calendar Management: Manage calendars and arrange meetings based on leader preferences, including communication, material preparation, and follow-up.
  • Travel Arrangements: Arrange domestic and international travel, including coordinating materials, facilities, and transportation.
  • Communication: Act as a direct link between executives and their direct reports and other employees as needed.
  • Expense Management: Compile receipts and reconcile credit card statements, and prepare and complete expense reports.
  • Event Planning: Assist in planning events within and outside of the office, managing all aspects including invitations, speakers, catering, entertainment, hotel accommodations, and transportation.
  • Relationship Building: Build key relationships and partner with key company leaders and other executive assistants, as well as contractors, suppliers, and vendors.
  • Team Support: Act as a team player and provide support and coverage to other members of our Executive Admin team as needed.
  • Representation: Represent Bottomline's CFO, CHRO, and CIO via phone and email to audiences including employees, board members, and outside investors.
  • Board Support: Assist with preparing and editing quarterly Board of Director and Audit Committee packages and materials.
Requirements
  • Education: Bachelor's degree or 3+ years of relevant experience in executive support.
  • Skills: Exceptional attention to detail, professionalism, ability to manage multiple priorities effectively, and work independently.
  • Experience: Capable of managing sensitive and confidential information, ability to be agile and flexible in a changing work environment, and capable of proactively anticipating executive needs.
  • Software: Proficient with Microsoft Office Suite (Word, Outlook, Excel, PowerPoint, etc.).