Executive Assistant- CONFIDENTIAL

Executive Assistant

The Executive Assistant will serve in a highly trusted role, privy to significant levels of confidential internally/externally-focused and materially sensitive, company information. During the course of conducting company business, it is imperative that knowledge gained remain confidential and demonstrates the highest level of discretion. Serves as a highly visible representative of the company therefore must demonstrate professionalism at all times. This role will interact internally and externally with employees around the world. Provides a broad range of administrative duties while supporting and enhancing the effectiveness of the President & CEO and other assigned functions.

Responsibilities and Duties:

• As the primary point of contact for the President & CEO, must be able to handle multiple requests and demands.
• Must be able to manage a variety of personalities in an often demanding, dynamic, work environment, and do so with diplomacy, professionalism and aplomb
• Demonstrates sound judgment and is results orientated, in providing solutions and moving work/projects forward for completion prior to or by desired due date(s).
• Strong business acumen with a proactive approach to deliverables.
• Gathers information, documents and data for the President & CEO and staff.
• Coordinates with internal functions in providing support and organizations of varied reports, correspondence, and presentations in a variety of formats.
• Outstanding written and verbal skills, able to create draft communications for executive review and approval.
• Provide sophisticated calendar management for internal and external meetings for executive(s) prioritizing inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.
• Arranges (materials, presentations, coordination of schedules, meeting logistics, Microsoft Teams, etc.) executive meetings including Board, senior management and corporate-wide meetings, and with external parties. Provides on-site administrative support, as needed.
• Collects supporting documents and processes executive(s)' expense reports on a timely basis.
• Must master use of the company's internal applications.
• Ability to manage vendors such as – Travel and Conference providers
• Make travel arrangements domestically and internationally for the President & CEO, executive (s) and for guests of the President & CEO when required.

Educational Requirements: Associates degree; Bachelor's degree preferred. Experience:

• At least five (5) years of experience supporting a senior-level executive, with significant experience interacting with internal and external organizations at all levels, preferred.
• 10+ years of administrative experience, preferred.
• Previous experience working in an agile, high demand work environment with specific deadlines, where the role required handling and maintenance of highly confidential and sensitive materials is required.
• Demonstrated success at self-management in regard to changing priorities and workflow.
• Demonstrates leadership and collaboration among other administrative staff
• Highly organized and resourceful, with an attention to detail in all aspects of the role.
• Ability to proactively multi-task a variety of projects and activities effectively and efficiently under stringent timelines.
• Proficient in contract management systems, expense reporting systems, etc.

Language Skills: Excellent English communication skills, both verbal and written. Computer Skills: Proficient in all Microsoft Office applications (Word, Excel, PowerPoint, Outlook, Teams).