Senior Executive Assistant

Senior Executive AssistantThe Executive Assistant Senior provides high-level expertise and assistance to assigned C-Suite executives ensuring effective communication and management of day-to-day departmental operations. This role will also provide support to department VPs, varying from clerical and administrative support to complex project support. This position is responsible for partnering to manage and organize both immediate and long-term administrative tasks and projects, in order to achieve department and wider corporate goals.In addition to joining an organization with an outstanding mission, Concorde is happy to provide the following Benefits You'll Love:Tuition Waiver: Enjoy a tuition waiver after 6 months of employment for you AND your immediate family offered at UTI and Concorde campusesPaid Time Off: Competitive paid time off programs for employees (Vacation, Sick, Flexible)Retirement Matching: 50% match on the first 6% of your contributions after 90 daysPaid Parental Leave: 4 weeks of paid leave for both birthing and non-birthing parents to bond with a new babyCompetitive Insurance: Health, vision, and dental coverage for you and your dependentsPet Insurance: Competitive coverage for your furry family members through ASPCAHealth Plan Enrollment: Eligibility starts first of the month following completing one full month of employmentResponsibilitiesPrincipal Accountabilities & DeliverablesAct as the primary administrative resource to assigned executives, supporting department specific senior leadership to a lesser extent Draft, and engage in, correspondence on their behalf of assigned executivesCreate reports and presentations, organize electronic and paper files, track data, manage expense reporting, etc.Review and consolidate deliverables for board meetings, facilitate agendas, prepare board books, and complete mother related assignmentsAssist in the production of organization-specific progress reports and data gatheringDevelop, and maintain, an effective organizational headcount tracking and organization chart process that ensures active and open headcount are accurately captured and reported on regularlyGather, compile, verify, analyze, and proofread information for the executive's use in documents such as correspondence, reports, speeches, presentations, and media releasesEffectively manage and schedule appointments and travel Organize and coordinate meetings and events with internal and external stakeholdersPartner as needed to jointly manage initiatives, projects and meetings involving the Senior Leadership Team and Committee/Board-level activitiesManage annual budget and initiative/project budget process for the HR function Coordinate with, and support, department VPs regarding sameCoordinate monthly business expense reporting process for the executive departments Monitor and track ongoing business expense processes including coding and routing invoices for approval, tracking expenses against budget, creating monthly accruals, conducting budget variance analyses, and recommending changes in budget forecastsReview initial submissions for completeness, inclusion of receipts, and compliance with company policiesRecommend senior executive review once completedManage confidential issues based on the company policy, culture, and views of executive leadership, exercising independent judgment to ensure quality service and resolutionDevelop effective and efficient correspondence to reflect the views of executive leadership Represent the executive leaders when interfacing with company directors, senior executives, external vendors and consultants, and employeesMakes independent decisions and judgments on areas of responsibility with limited supervision, including management of vendors, representation of UTI at various events, purchase of necessary department equipment, creation, and dissemination of various communications, etc. Demonstrates a high level of initiative; takes on projects and drives them to completion along with a strong sense of ownership towards department operations and objectivesOther duties as assigned.QualificationsEducation / ExperienceHigh School diploma/GED required; Bachelor's degree (preferred)Minimum of seven (7) years of experience as an Executive Assistant (or role with similar scope) (required)Minimum five (5) years of experience supporting a senior executive working in a large, complex function (preferred)Demonstrated experience with implementing and administering key processes with little supervision, administering budgets, and supporting multiple executives (preferred)SkillsAdapt and make independent decisions on issues that do not require oversightAdvanced time management skills with ability to prioritize critical tasks ahead of routine ones, as well as prioritize schedule demands with an appreciation and recognition of key, critical issuesUse multi-tasking skills and meet deadlines and adapt smoothly to rapidly shifting work priorities and schedulesAssertive and confident, with excellent interpersonal and emotional intelligenceOrganizational skills with high attention to detailOutstanding writing and document drafting skillsAdvanced Microsoft Office Suite, including advanced presentation, spreadsheet, and document production skillsCreate and develop clear, effective reports and communications for a wide variety of audiencesUse and learn new technology and software required in the course of business, including video conferencing platforms, budget and accounting software and various digital tools as requiredAddress sensitive and confidential information in a professional, mature, discreet, and secure mannerStandard AbilitiesAble and willing to: Communicate, think, learn, and reasonUse computers and computer systems (including hardware and software) to process transactions, store documents, enter data, or perform assigned tasksSafely ambulate and/or maneuver when on-site at Company locationsDemonstrate and utilize active listening, inductive reasoning, information ordering and category flexibilityAbility to use good judgment, problem-solving and decision-making skillsAbility to maintain confidentiality and manage sensitive information with discretionAbility to work in a fast-paced environment where deadlines are essential and multiple projects are worked simultaneouslyAbility to gain, understand and apply information and data as it relates essential functions of the positionAbility to foster long-term relationships with stakeholdersWork EnvironmentWork is performed indoors in a climate-controlled environment when on site at assigned company location. Employees must be able to safely ambulate when on company premises.This position is designated as: Hybrid (remote and onsite) worksite is available; Employees must meet minimum technical standards for eligibility and participation