Executive Assistant

Administrative Support

Provides administrative and operational support to senior management and/or business unit staff. Manages a wide variety of activities and confidential matters with discretion. Maintains calendars, schedules meetings and conference calls. Coordinates travel arrangements and itineraries and related plans. Monitors email and researches and manages information requests. Answers and directs telephone calls and greets visitors in a professional manner. Organizes data and prepares correspondence, reports and presentations. Assists with special assignments and participates on various project teams as requested.

Performs administrative and operational functions in support of senior manager and/or business unit staff. Facilitates management and business unit communications through email and hard copy. Manages the workflow of documents requiring management attention and/or approval and routes sensitive and confidential information.

Composes various types of correspondence, compiling and integrating data from a variety of sources. Provides support by assisting with the development of internal communications from draft state to final publication. Creates, edits, proofreads and publishes formal presentations and reports adhering to established style guides and leadership preferences.

Schedules and manages calendars, prioritizing and resolving scheduling conflicts, sending invitations and reminders as needed. Coordinates travel, verifies required travel documentation and determines appropriate timelines to proactively avoid travel conflicts.

Coordinates and manages internal and off-site meetings and events including scheduling facilities, equipment, catering, and coordinating travel arrangements including flights, car rental, and hotel accommodations as needed. Prepares, assembles and distributes meeting and event materials. Attends staff meetings and other meetings and records detailed meeting minutes.

Serves as a resource and aide to contacts seeking assistance from the management or business unit staff. Responds to internal and external inquires regarding the business unit. Screens and routes telephone calls, assisting callers as required. Relays messages to appropriate team members. Greets guests with a courteous and professional demeanor. Notifies management and team members of visitors and/or directs visitors as appropriate. Coordinates visitor badges and Wi-Fi access.

Processes credit card statements, out-of-pocket expenses, and invoices for management and/or business unit. Creates, submits and monitors expense reports and team member documentation using internal expense reporting system. Coordinates various daily, weekly, monthly reporting. Maintains business unit budget and records expenditures as requested.

Processes internal orders or requests related to facilities, travel reimbursements, and office supplies. Monitors orders/requests using spreadsheets or appropriate internal systems and databases. Maintains an inventory of routine office supplies. Operates office equipment such as copy and fax machines, scanners, and phone systems and arranges for equipment repairs as needed.

May serve on one or more project teams that require cross collaboration of team members. Facilitates communication efforts throughout the business unit and assists in tracking project timelines and meeting deadlines. Manages confidential information in accordance with applicable policies and procedures. Provides back-up support and coverage to other administrative staff as required. Develops and maintains positive working relationships. Supports groups initiatives and works to reach common goals.

Each team member is expected to be aware of risk within their functional area. This includes observing all policies, procedures, laws, regulations and risk limits specific to their role. Additionally, they should raise and report known or suspected violations to the appropriate Firm authority in a timely fashion. Performs other related duties as required.

The information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. Pinnacle is an Equal Opportunity Employer committed to fostering an inclusive work environment.

Minimum Education: High school diploma or equivalent.

Minimum Experience: Two years of experience supporting senior management in a corporate environment and performing a wide variety of progressively responsible administrative work. Regular office environment.

Required Knowledge, Skills & Abilities:

• May sit for long periods of time;
• Talk and hear regularly;
• Use of hands, ability to reach;
• Ability to see objects up close or at a distance, use peripheral vision, identify basic colors;
• Up to 10 pounds weight lifting/force exertion required;
• Weight/force exertion required less than 10% of the time;
• Travel required less than 10% of the time