Executive Admin Assistant

Executive Assistant

Payrate: $30.00 - $33.00/hr. Provide administrative, clerical support and personal assistance. Maintain the Executive's itinerary and schedule and provide communications screening and services. Handle highly confidential and sensitive materials and issues. Function as the travel coordinator. Plan, arrange, schedule, and coordinate domestic and international executive leadership, company and community meetings, travel, accommodations, appointments, meeting materials, and facilities. Maintain inventory of assigned property and equipment. Prepare personnel transaction documents, ensure access to company benefit and communications materials, and function as source to the executive for administrative information, forms, policies, procedures, and records. Process expense reports in a timely manner and ensure accuracy of expense allocations and budgeting.

Responsibilities:

• Plans, organizes, and prioritizes multiple assignments and projects with minimal or no direction.
• Manage scheduling for Executive leaders including resolution of schedule conflicts, schedule prioritization and meeting logistics (location, audio/video, meals, etc.)
• Frequently deals with external customers at the highest level as well as agencies and possibly media, so must understand the need for professionalism. Assists with maintaining continuous executive and industry contacts.
• Maintains the Executive's itinerary and schedule with specific attention to detail. Identifies critical level of communication and the need for the Executive's notification. Interprets and clarify requests and assists with required responses and action.
• Prepares executive level reports, compiles data into comprehensible format, and provides information for the executive's effective community, internal, and company headquarters communications.
• Prepares and makes domestic and international travel and accommodation arrangements. Schedules and plans for meetings and appointments for the Executive and special visitors. Coordinates and provides VIP visitor accommodation, special travel needs, and hotel arrangements. Obtains detailed directions from dispatchers and other executives.
• Schedules executive conference rooms, maintains conference room equipment, and provides materials and supplies. Coordinates executive meetings and schedules with internal leadership via executive admin staff.
• Performs word processing and prepares presentations, spreadsheets, correspondence, contracts, internal memos, expense and status reports, etc. Establishes executive level documentation standards and creates templates and styles to be used
• Maintains network access, applications, and printing, and resolves network difficulties for the chief executive.
• Aids in maintaining good relations between Executive and employees as well as customers by ensuring thank you notes are sent, flowers by policy are sent and other actions as necessary.
• Project/Committee involvement as needed.
• Handles various jobs such as managing office supplies, organizing department events, maintaining the offices, and many others that are associated with general affairs.

Skills/Qualifications:

• Bachelor's degree with at least 5 years of EA experience supporting VP level executives and staff
• Experience and advanced proficiency developing executive presentations using a variety of PC applications, including word processing, spreadsheet graphs, tables, etc. in Excel and Tableau, PowerPoint.
• Ability to develop and maintain excellent working relationships with all appropriate executive levels within the company, the local community, and with critical industry contacts.
• Ability to communicate both verbally and written for internal and external personnel at all levels.
• Independent and critical thinking skills required as specific direction are often limited.
• Ability to read, write, prepare, and interpret executive materials, presentations, contracts, or related documents

Top Skills:

• Experience and advanced proficiency developing executive presentations using a variety of PC applications, including word processing, spreadsheet graphs, tables, etc. in Excel and Tableau, PowerPoint.
• Ability to develop and maintain excellent working relationships with all appropriate executive levels within the company, the local community, and with critical industry contacts.
• At least 5 years of EA experience supporting VP level executives and staff