We have an exciting Executive Assistant opportunity for a seasoned pro who really understands how to partner with high level executives on all key administrative matters. This role requires a professionally mature individual with excellent organizational skills and enough confidence to be resourceful and accountable. We’re looking for someone with a strong sense of responsibility who can work independently, prioritize well, and anticipate needs. The Executive Assistant will be an integral member of a high-functioning, highly collaborative administrative team. We have a work-hard/play-hard culture that the right candidate will thrive in. Experience supporting high-level executives in a corporate environment is essential.
The Executive Assistant is an important role in our office. The EA will provide a full range of administrative support to two executives. If you like variety and thrive in a roll-up-your-sleeves atmosphere, this could be the role for you!
Here’s more about the primary responsibilities:
Manage complex calendars
Complete expense reports, credit card statement reconciliation, purchase requisitions, and invoice processing
Book complex and frequently changing travel itineraries – both domestic and international
Perform some personal errands and support
Collect, proof, and assemble BOD decks and meeting materials
Serve as a trusted confidant for employees and provide feedback to management
Provide support to other managers and staff in office as needed
Coordinate with other EAs, HR, Finance, and other staff. Provide back-up/vacation support to other EAs as needed.
Manage agenda creation, draft minutes, and track action items for weekly departmental meetings
General Administrative Support
Full event planning for department off-sites, morale/team building events, social events, team dinners, etc.
Monitor department spending and budgets on a monthly basis
Assist with department recruiting and candidate management throughout the interview process
Manage on-boarding and training schedule for new departmental hires
Support and serve as a resource to executives’ direct reports and department staff
Contract management and tracking in coordination with General Counsel
Pull reports, track, and enter data in Salesforce.com
Update and distribute weekly TeamworkPM reports for professional services
Tracking and reporting weekly metrics for team executive meetings
Maintain records of customer key stats and historical archives
Required Skills and Experience
Initiative, accountability, and willingness to do whatever it takes
Meticulous attention to detail. It is rare that you miss anything
Love of data, numbers, spreadsheets, analysis, and reporting of figures and stats
Perfectionist attitude preferred especially where it comes to data, tracking, and reporting
Highly developed sense for scheduling that optimizes an executives work style and energy levels throughout the day
Experience using Salesforce.com – tracking, reporting, entering data
Ability to navigate conflicting and changing priorities with grace
Exceptional customer service mindset – across all functional areas and locations
Experience supporting executives and teams in remote offices
Genuine comfort in a fast paced, rapidly changing environment
Demonstrated ability to work independently
Creative problem solver
Ethics, humility, and integrity
Ability to maintain strict confidences around highly sensitive information
Ability to manage complex projects on time, accurately, and within budget
Ability to travel 10-20% of the time
Minimum 5 years Executive Assistant experience supporting senior management, ideally in a start-up environment
Bachelor’s degree strongly preferred
Exceptional communication and interpersonal skills
Excellent computer skills using the entire suite of Microsoft Office products; expert level experience in Outlook, Excel, and Word, advanced level with PowerPoint.
Flexibility and willingness to be available during non-business hours when needed.
Willing to work over-time as business demands require
RichRelevance - 2 years ago
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