Executive Assistant I

Executive Assistant

Where: Raleigh, Boston, or Nashville (Any of these hubs. Hybrid work schedule too) Duration: 6 weeks to start. If the prior admin does not return from leave, it will go long term or permanent hire. Rate: Level I Reason: Current EA has been out and keeps extending leave. Hiring a contractor to fill in as the VP of Marketing is busy and needs support. Additionally, there is likelihood the EA isn't returning and they would seek to keep this resource if the current EA isn't back in November

Executive Assistant Responsibilities

Provide high level administrative support for top executives, VP, US Energy Management and C-Level Marketing (primary), VP, Industrial Marketing (secondary), and VP, Marketing Secure Power & US Services (secondary) and requiring discretion, confidentiality, broad and comprehensive experience, communication, skill, and knowledge of the organization polices.

• Gather, compile, verify, and analyze information for the executive's use in documents such as memos, letters, reports, speeches, presentations, and news releases.
• Facilitate smooth communications between the executives and direct reports/coworkers and between the executive and external parties such as media, customers, and the public.
• Action and reply to emails of supported staff's inboxes, schedule their appointments accordingly, and answer or redirect inquiries from internal or external sources.
• Advise, support, assist, coordinate, and collaborate on special projects which are highly complex, and involve creation and oversight of multifaceted teams.
• Work with team members, Finance, and Procurement to collect, document, and process invoices for memberships in associations, sponsorships, and other expenditures.
• Work with Compliance and Procurement to onboard consultants into the system, complete relevant compliance forms, and process invoices on time.
• Work closely with Finance and various members of the team to continuously update SVP's budget/excel document to reflect processed invoices or expenditures.
• Handles details of a highly confidential and critical nature.
• Works closely with the necessary colleagues to ensure efficiency and effectiveness of our executives, executing key processes, workflows, and policies.
• Support the executive and senior leaders in managing and resolving operational issues.
• Attend, organize and provide onsite support and coordination for both internal and external meetings and conferences for executives and their teams. Distribute minutes and follow-up on actions/requests from meetings.
• Monitor and action approvals across multiple groups, while working closely with senior leadership on any impending deadlines.
• Plan, prioritize, and manage the multiple tasks that have been assigned to him/her before their deadlines.
• Answers telephone calls, makes travel arrangements, coordinates meetings, and processes expense reports.

Qualifications

• Excellent verbal and written communication skills

• Expert ability using Microsoft Office programs including, but not limited to Outlook, Teams, Word, Excel and PowerPoint and potentially Microsoft Project

• Strong organizational skills including, but not limited to, the ability to handle multiple demands and assignments and the ability to prioritize tasks effectively and efficiently.

• Strong attention to detail - takes thorough notes, catches typos, reads between the lines and quickly pick up on little things to help the organization run efficiently and smoothly.

• Ability to exercise independent judgment and a high degree of initiative in resolving problems and developing recommendations.

• Knows how to leverage resources and delegates effectively

• Displays a positive, flexible and team first attitude

• Continuously seeks ways to enhance contribution to those they support and other individuals needed to ensure executives' success.

• Exercises considerable discretion and can analyze complex information requests and determining complex trends

• Demonstrates a commitment to acquiring new capabilities.

• Demonstrates a commitment to supporting a team mentality, courtesy and professionalism, and supporting team morale.