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Executive Assistant

1 month ago

Lynchburg, Virginia, United States Delta Star Full time
About the Role

As an Executive Assistant at Delta Star, you will play a vital role in supporting our senior executives and leadership team with efficiency, professionalism, and strategic insight. This position combines executive support, office management, and leadership team assistance to ensure seamless operations and the achievement of organizational goals.

Key Responsibilities
  • Manage executive calendars and prioritize conflicting appointments effectively, ensuring optimal use of executive time and resources.
  • Coordinate high-profile meetings, including preparing agendas, managing logistics, and documenting minutes, ensuring seamless execution and follow-up on action items.
  • Handle confidential information with discretion and professionalism, maintaining confidentiality at all times.
  • Manage travel arrangements and itineraries for executives, optimizing travel schedules and accommodations to maximize productivity and comfort.
  • Oversee office operations, manage supplies and equipment, and ensure a productive and welcoming work environment.
  • Support leadership teams with preparation of reports, presentations, and communications, ensuring accuracy and clarity in all deliverables.
  • Anticipate needs of executives and proactively address them, demonstrating a proactive approach to problem-solving and decision-making.
  • Coordinate special events, projects, and initiatives, collaborating cross-functionally to achieve project milestones and deliver results on time and within budget.
  • Build and maintain effective relationships with stakeholders at all levels, both internal and external, fostering a collaborative and supportive work environment.
  • Manage executive correspondence and communications, including drafting emails, letters, and other documents with a high degree of accuracy and professionalism.
  • Prepare, process, and submit expense reports.
Requirements
  • Education: A bachelor's degree in business administration, office management, or a related field is often preferred; however, relevant and significant experience can substitute for formal education.
  • Experience: Several years of experience in an executive assistant role, office management, or supporting senior-level executives is crucial. Experience in managing multiple complex calendars, organizing internal and external meetings, and handling confidential information is highly valued.
  • Organizational Skills: Strong organizational and multitasking abilities are essential. The ability to prioritize tasks, manage time efficiently, communicate to stakeholders, and adapt to changing priorities is key.
  • Communication Skills: Excellent verbal and written communication skills are required. This includes the ability to communicate effectively with executives, team members, and external stakeholders.
  • Discretion and Confidentiality: Demonstrated ability to handle sensitive information with discretion and maintain confidentiality is critical.
  • Technical Skills: Proficiency and understanding of office software such as Microsoft Office (Word, Excel, PowerPoint, Outlook), Webex, Meets, etc.
  • Problem-Solving Abilities: Capability to anticipate needs, proactively identify solutions, and resolve issues independently.
  • Attention to Detail: High level of accuracy and attention to detail in all tasks, including scheduling, document preparation, and correspondence.
  • Professionalism: Strong interpersonal skills, a professional demeanor, and the ability to represent the executive and the organization positively in all interactions.
  • Team Collaboration: Experience working collaboratively with diverse teams and stakeholders, both internally and externally.
Work Environment and Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is required to frequently walk; talk or hear; and use hands to finger, handle or feel. The employee is required some of the time to stand and sit. The employee is required to occasionally climb or balance; stoop, kneel, crouch or crawl; reach with hands and arms. The employee must some of the time lift and/or move up to ten pounds. There is no special vision requirement for this job.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

AAP/EEO Statement

Delta Star is an EEO/Affirmative Action Employer and does not discriminate based on age, race, color, religion, gender, sexual orientation, gender identity, gender expression, national origin, protected veteran status, disability, or any other legally protected status.