Executive Assistant

Job Description

Job Description

The Executive Assistant will provide Administrative Support to officers of SEEL, LLC. The Executive Assistant will also provide support to deliver projects within a specified timeline and within budget. Under the direction of a SEEL Officer, this key position within SEEL’s leadership team will support varying program needs including, but not limited to administration, program and project development, support request for proposal teams, research activities and contract management. Some of the key tasks will be to disseminate project information, participate in project-related work groups, lead committees, prepare PowerPoint and other MS Office Documents and support company-wide initiatives. This person will also work with subject matter experts as well as contacts in sales, finance, legal, and business development to gather key information as needed to support their role.

 

DUTIES AND RESPONSIBILITIES

1. Project Management support for the closure and delivery of projects within the organization.
2. Responsible for thoroughly understanding the full array of SEEL products and services in order to fully and effectively represent SEEL to our clients or potential clients during the bid and proposal process.
3. Conserves executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
4. Supports, develops and gives presentations to assist in program delivery and execution.
5. Administrative duties such as coordination of projects, scheduling of meetings, coordination of sub-contractors and client scheduling, conference rooms, conference calls, etc.
6. Successfully manage resources from cross-functional operations to successfully close out projects.
7. Manage program tasks with minimal oversight; work with team members to share information and resources; develop project materials and tools; and support the preparation of status reports for our clients and executive management.
8. Acts as proposal administrative project lead to support task assignment and completion schedules.
9. Facilitates kickoff and structuring meetings, preparing proposal status meetings, review meetings and secures final approval for submission.
10. Researches, proofreads and edits proposal text for proper grammar, spelling, comprehension and style.
11. Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
12. Conserves executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
13. Maintains executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
14. Represents the executive by attending meetings in the executive's absence; speaking for the executive.
15. Welcomes guests and customers by greeting them, in person or on the telephone; answering or directing inquiries.
16. Maintains customer confidence and protects operations by keeping information confidential.
17. Ensures operation of equipment by completing preventive maintenance requirements; following manufacturer's instructions; troubleshooting malfunctions; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
18. Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.
19. Contributes to team effort by accomplishing related results as needed.

 

SKILLS/ABILITIES

1. Requires excellent verbal and written communication skills
2. Strong detail orientation, analytical and general business skills
3. Strong Administration, Motivation and Presentation skills
4. Solid Project Management Skills.
5. Ability to anticipate challenges, plan for solutions and garner the support needed to make deadlines.
6. Strong analytical skills.
7. Demonstrated ability to meet tight deadlines and flexibility to change priorities
8. Proficiency with Microsoft Office applications (Word, PowerPoint, Excel, Outlook, etc.)
9. Proven ability to work closely with a diverse group of executives.
10. Be able to work well independently, manage time effectively, be self‐directed and able to write original content as well as refine and compile information from appropriate boilerplate and technical documents.
11. Ability to prioritize activities, meet deadlines and manage multiple tasks, from program planning to client meetings.

MINIMUM REQUIREMENTS

1. Bachelor’s degree (preference in administration, business or environmental science); Associates will be acceptable with at least 4 years of experience.
2. Ability to Travel.
3. 2+ years’ experience supporting executive level program support members.
4. Ability to develop and deliver excellent client-facing presentations.