Executive Assistant

GENERAL PURPOSE

Perform advanced administrative activities in support of the Regional Leadership Team reporting to the GVP. Independently work on assignments that require significant experience in and knowledge of the industry, business vocabulary, and company operations, activities, and people. Regularly handle highly confidential, sensitive, and proprietary information with the utmost integrity. Facilitate communications with internal staff and external parties such as customers, members, and/or general inquiries. Possess comprehensive software applications knowledge and high skill with a variety of tools and/or databases to create, analyze, and finalize documentation, reports, spreadsheets, and presentations. Coordinate travel related activities and organize special events

JOB DUTIES AND RESPONSIBILITIES

• Maintain detailed, updated calendar events and reminders within the daily schedule
• Make travel arrangements that make best use of his/her time; responsively monitor and facilitate travel changes
• Create travel folders with all necessary travel paperwork (boarding passes, itineraries)
• Schedule and coordinate meetings, conference calls, web meetings, and other executive events. Reserve meeting space, coordinate room set up, ensure availability of audio visual and other ancillary equipment and materials, order meals for specific meetings/events, manage meeting registrations, etc.
• Gather and organize information about a problem to be solved
• Present ideas and findings to manager and/or key stakeholders
• Lead moderately complex assignments/projects, develop projects, and monitor project performance
• Develop and maintain documentation regarding various projects, processes and operations
• Identify and communicate with key stakeholders. Liaise between various business departments and groups. Collaborate with users, cross-functional teams, and stakeholders
• The requirements herein are intended to describe the general nature and level of work performed by employee, but is not a complete list of responsibilities, duties, and skills required. Other duties may be assigned as required
• Manage internal and/or external communications:
• Compose, assemble, review, analyze, edit, and maintain documentation such as spreadsheets, presentations, emails, memos, agendas, reports, and other materials and produce/assemble reports and other materials ensuring accuracy and grammar, punctuation, spelling standards, and DFA style guidelines are maintained
• Develop high quality and high impact presentations utilizing software applications and databases (e.g., Microsoft Word, powerpoint, and Excel) for meetings, industry events, etc
• Handle confidential information and maintain the security of records and files, whether in voice, electronic or print format
• Prepare expense reports, reconcile and pay credit card invoices, and assist with budget administration
• Prepare, maintain and distribute reports, such as field reports, senior management reports, distribution/contact lists, activity reports, and other scheduled or ad-hoc reports
• Order supplies for the Executive Office
• Provide support to business division executives when needed
• Complete or coordinate special projects

EDUCATION AND EXPERIENCE

• Undergraduate degree in business, business administration, or related curriculum (or equivalent combination of experience and education)
• 5 or more years of progressive administrative work experience, including experience supporting c-suite or senior-level executives
• Work experience requiring a high degree of multi-tasking and organizational skills
• certification and/or license - may be required during course of employment

KNOWLEDGE, SKILLS, AND ABILITIES

• Strong knowledge of and skill with Microsoft office suite and company computer systems
• Able to work autonomously within established procedures and practices while remaining flexible, adept, and open to change and urgency
• Able to handle situations with diplomacy and initiative, advising the GVP of issues requiring attention
• Able to maintain strict confidentiality, integrity, and professionalism
• Able to communicate clearly and effectively, both verbally and in writing
• Able to work well with all levels of internal management and staff, as well as with external individuals
• Able to demonstrate customer service skills in a courteous, professional, and helpful manner
• Able to respond courteously and efficiently to inquiries, complaints, and requests
• Able to interact positively and work effectively with others (interpersonal skills)
• Able to problem solve
• Able to make independent decisions
• Able to work with accuracy and attention to detail
• Able to multi-task
• Able to organize time, energy, and resources effectively to achieve goals (i.e., organizational skills)
• Able to demonstrate initiative and follow through for completion of tasks or projects on a timely basis
• Must be able to read, write and speak English

An Equal Opportunity Employer including Disabled/Veterans