Executive Assistant

4 weeks ago

Merrillville, United States Symphony Search Full time

The Executive Assistant will provide comprehensive administrative support to the Chief Executive Officer, Chief Operating Officer and the President. This dynamic position requires the ability to anticipate needs, think critically and offer solutions to problems with a level of professionalism and confidentiality.

Duties/Responsibilities:

  • Perform administrative tasks including drafting memos, reports and other documents for senior staff and responding to emails.

  • Arrange travel, hotel, ground transportation and security; prepares and processes expense reports.
  • Calendar management which includes scheduling and coordinating on and off-site, in-person and virtual meetings prioritizing the most sensitive matters, sending reminders, preparing documents and organizing catering if necessary.

  • Review all event appearances and speaking engagements and obtain CEO or COO approval prior to confirming and booking.

  • Ensure all activities are on the calendar so no commitments are missed.

  • Respond to and resolve administrative inquiries and conduct research when needed.

  • Maintain comprehensive and accurate physical and electronic files.

  • Receive incoming communication on behalf of C-Suite staff, review contents, determine importance and summarize and/or distribute contents to appropriate staff member.

  • Provide note taking at meetings when requested.

  • Monitor the PR email account and send requests to the appropriate internal and external partners for review/comment/approval.

  • Performs additional duties as assigned by executives.

  • Responsible for one direct report (Administrative Assistant)

  • Delegate and manage work responsibilities

  • Provide daily support

  • Lead performance management process

  • Provide professional development and coaching

Required Skills/Abilities:

  • Strong verbal and written communication skills.

  • Excellent organizational skills and attention to detail.

  • Time management skills with a proven ability to meet deadlines.

  • Ability to function well in a fast-paced environment, prioritize and manage multiple projects.

  • Proficient with Microsoft Office Suite or similar software with the ability to learn new or updated software.

Education and Experience:

  • High school diploma required; Associate degree in Business Administration or related field preferred.

  • Four+ years of related experience providing administrative support at the executive level.

  • Previous experience working with national level PR events and speaking engagements is a plus.

Travel:

  • 40 – 50% travel with the CEO which may include weekends.

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