The Executive Administrative Assistant will provide administrative support to assigned senior executives in a professional, efficient, and confidential manner. The position will require discretion, judgment, tact, poise, and the ability to prioritize, prepare correspondences, and research highly confidential materials and issues. The person in this position will be required to interact with a wide range of employees, clients and business partners and provide excellent customer service.
Major Tasks, Responsibilities and Key Accountabilities
Provide administrative support with high degree of initiative, confidentiality and professional demeanor. Maintain poise to project a professional image of the office with diplomacy and creativity in work strategies.
Maintain calendars using Microsoft Outlook with little input. Schedule meetings using knowledge and good judgment of priorities.
Provide business travel support, monitoring travel schedules and provide back up plans as needed.
Input weekly timesheets and manage Outlook Out-of-Office Assistant. Maintain up to date status on department timesheets and vacation calendars.
Coordinate department meetings and events.
Screen phone calls and visitors.
Maintain confidential files and records using judgment and discretion.
Handle internal & external correspondence; create reports and presentations, as necessary
Seek out opportunities to evaluate existing processes and make improvements when necessary.
Build effective, professional relationships with co-workers, clients and, business partners.
Perform duties and projects as assigned by manager.
Years of Relevant Experience
- Bachelor’s degree or equivalent experience
- 5+ years of experience in administrative role supporting executive level employees
Knowledge, Skills, Abilities & Competencies
- Proficient with Microsoft Office (Excel, Word, PPT, and Outlook) – required
Excellent communication skills
Strong organizational and project management skills
Attention to detail and accuracy
Excellent judgment, problem solving and decision making ability
Excellent relationship building skills
Ability to handle sensitive and confidential information with integrity
Ability to multi-task and prioritize; demonstrated agility and flexibility
Passion and enthusiasm for the position and our agency