Senior Executive Assistant

Senior Executive Assistant

This senior executive assistant role requires a highly organized and detail-oriented individual to provide administrative support to the VP of Finance office. The ideal candidate will have excellent organizational skills, with the ability to prioritize tasks, manage multiple projects, and maintain confidentiality. The position involves creating order in a fast paced environment, scheduling appointments, as well as researching, compiling, and analyzing information to support executive decision-making. With a strong understanding of business processes and procedures, the senior executive assistant will be able to anticipate needs, solve problems, and communicate effectively with executives, managers, and customers. The role demands attention to detail, independent judgment, and the ability to work with discretion and diplomacy. Preferred candidate will be able to work in Detroit 2 days a week and in Lansing one day a week.

Responsible for exercising discretion and judgment in assisting one or more executives. Performs executive support tasks which may be highly confidential and sensitive in nature utilizing considerable independent judgment. Performs high-level administrative work, including organizing, scheduling, coordinating, researching, compiling, exchanging, and sometimes analyzing information for executive(s) and department. Assist in implementing department activities and communications, internal and external.

Responsibilities / tasks :

• Coordinates office activities for the executive(s). Prioritizes and follows up on information and requests to and from executive(s). Updates executive(s) on current issues as necessary.
• Assists in the planning, development, and implementation of department goals.
• Researches, compiles, assimilates and prepares documents. Briefs executive(s) regarding content.
• Reads and screens incoming correspondence and reports; handles or forwards as appropriate.
• Receives and screens incoming calls and visitors and prioritizes. Refers to appropriate executive staff or provides necessary information.
• Composes, types, and edits correspondence in response to incoming mail, calls, and other situations dictated by job responsibilities.
• Prepares agenda and collects and distributes materials for meetings and conferences. Transcribes minutes and keeps records of proceedings as required.
• Coordinates and facilitates executive's calendar(s) to arrange appointments, meetings, and conferences.
• Recommends actions to be taken on budget expenditures and equipment and supply needs. Directs services, such as maintenance, repair, replenishing supplies, and files.
• Makes domestic and foreign travel arrangements for executive(s) and department. Prepares and compiles travel vouchers and maintains all travel records.
• Develops, compiles, and maintains various filing systems and informational databases and generates reports as requested or as scheduled.
• May participate in interviewing, selection, and training.

Employment qualifications :

Education or equivalent experience : Associate's degree in business or related field required. Combinations of relevant education and experience may be considered in lieu of a degree.

Experience : Requires seven years relevant experience with a minimum of four years in an executive assistant position or equivalent experience that provides the necessary skills, knowledge, and abilities. Prior insurance experience a plus, but not required. Reallocation from the Executive Assistant level to the Sr. Executive Assistant level is based on experience, qualifications and satisfactory performance performing the full scope of the Executive Assistant responsibilities.

Skills / knowledge / abilities (ska) required :