The Senior Executive Assistant is responsible for the organization and coordination of executive office operations, procedures and resources to facilitate organizational effectiveness and efficiency. This position supports multiple senior executives at the level of SVP, EVP, President, and/or CEO.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.
Act as interface between assigned executive leaders and/or their teams/departments, as well as other departments as necessary.
Remain up to date on company communications and distribute information as appropriate.
Serves as gatekeeper and decision maker on relative priorities of meetings and appointments to ensure efficient and concise scheduling of designated leader. Resolve scheduling conflicts as necessary.
Receive, open and screen assigned senior executive/ executive team member directed communication including office visitors, telephone calls, e-mail messages and incoming mail; determine those requiring priority attention and communication on behalf of senior executive as necessary. Prepare outgoing mail, including certified mail and correspondence, including e-mail, fax, and overnight courier service; copy correspondence and other printed materials as necessary for record keeping purposes.
In accordance with company standards, organize and maintain file systems, files correspondence and other records to ensure files remain current, confidential, and secure in accordance with company standards.
Process approvals on behalf of designated leader including travel (work with travel vendor), Procurement Cards (using Chrome River system), Purchasing Requisitions (using PeopleSoft eProcurement system).
Collaborate and provide assistance to the Board of Directors in preparation of Board meeting proceedings, arrangements and related materials.
Coordinate department AOP matters i.e., planning, accruals, period financial tracking/reports.
Independently arrange and coordinate domestic & international travel (air, hotel, ground) schedules, itineraries, reservations, and subsequent expense support.
Coordinate and schedule meetings (ex: HRLT & HR Huddle) using Outlook, reserve conference lines, conference rooms and ensure conference room and equipment are prepared and in working order prior to meetings. Manage and publish agenda.
Direct building maintenance issues concerning HVAC and facilities. Coordinate early morning or evening access as necessary for repair/install work; communicate scheduled appointments with property management as required.
Use Service Now system to request computer and communication setup, changes, and equipment from the Information Technology department (requires tracking of each ticket and follow-up with the next level assigned until ticket is closed); escalate issues when necessary.
Troubleshoot office equipment malfunction. Serve as liaison between telecommunications and internal departments to resolve issues including phone lines, video Tandberg, fax and printers, etc. Arrange for and ensure equipment maintenance is up to date.
Maintain office efficiency by planning and implementing office systems, layouts, and equipment procurement.
Independently maintain and distribute monthly financial calendar and reminders. Complete monthly reconciliation of leader Procurement Card transactions.
HR hiring and onboarding support. Confirming interview and on-boarding appointments for assigned leader. Assisting with new hire documentation. Creation of onboarding calendar.
Confidential hire execution assistance. Coordination of logistics between search firm, candidate, and internal leaders.
Oversee and organize special projects, meetings (often large teams) or events internally and outside of the office. Coordination of marketing materials, food, venue, and logistics).
Act as subject matter resource for junior level administration team members.
Maintain professional and technical knowledge by attending educational workshops, reviewing professional publications, and participating in professional societies.
Primary contact for visiting guests and team members. Greet visitors and direct them to appropriate area or contact.
Order supplies through appropriate vendors within designated budget.
Order catering for meetings.
Special projects as assigned.
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
High degree of professional independence
Ability to maintain confidentiality.
Strong communication skills
Independent problem analysis, critical thinking, and assessment
Skilled anticipation and expedited resolutions
Decision making skills.
Excellent planning and organizational skills.
Self-motivated individual who takes initiative
Attention to detail and high level of accuracy
Ability to multi-task and work as a member of a team
Strong computer skills to include proficiency with Microsoft Excel, Word, PowerPoint, Visio, Outlook and the ability to learn other software programs as required.
Ability to delegate work to others on team as needed
EDUCATION and/or EXPERIENCE
Bachelor’s degree and 5 or more years related experience and/or training; or equivalent combination of education and experience.
SUPERVISORY RESPONSIBILITIES
May oversee office support staff including Office Support Specialists and Receptionists
CERTIFICATES, LICENSES, REGISTRATIONS
None
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee is occasionally required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms; and stoop, kneel, crouch, or crawl. The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, and ability to adjust focus.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderate.
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