Executive Assistant

Executive Assistant

Provides comprehensive executive support to assigned Executive Directors and Vice Presidents, serving as their primary point of contact and trusted partner. Manages calendars, coordinates meetings and events, facilitates booking travel, completes expense reports, and handles confidential matters with discretion. Acts as a partner to executives and their direct reports, facilitating communication and building relationships across the organization. Relieves the executive of administrative type functions in order to increase the time an executive has available for executive level responsibilities. May handle a wide variety of situations and conflicts involving the clerical and administrative function of the organization. A wide degree of creativity and latitude is expected.

Essential Functions :

• Serves as primary contact of administrative support to assigned ED's and VP's.
• Maintains and updates Outlook calendars and coordinates scheduling of meetings / calls.
• Reviews and routes incoming mail and documents. Prepare and process outgoing mail, specialized mail or messenger services as required.
• Provide high-level administrative support to the executives of varying levels, i.e. handling tasks of a highly confidential nature, travel and lodging, itineraries, expense reports, meeting minutes, calendars, presentation decks, etc.
• Plan and attend meetings of varying sizes including, but not limited to : Corporate, National and Regional Meetings. Tasks include but are not limited to communications, AV requirements, travel, lodging, agenda, assist with building content, check in, onsite coordination, preparation and distribution of all materials, menu selection, dinners, ground transportation, budgeting. When necessary, run presentation for the executive.
• Partner and assist the communications team when it pertains to an Executive correspondence.
• Effectively communicate and work with all levels of management maintaining a high level of confidentiality. Develop and maintain strong internal and external partnerships.
• Assist with ad hoc administrative duties that are consistent with the role.

Minimum Education / Abilities / Skills :

Competencies :

Success Profile located here.

Special Requirements :

Up to 10% travel may be necessary