Executive Assistant

This position has been filled - Job#: 453391770

Job Summary

Duties & Responsibilities

• Anticipate needs and proactively provide support and resources to address issues; handle non-routine matters and special projects with minimum instruction.
• Manage leaders’ business and travel calendars to include meeting schedules, events, airline hotel reservations, and ground transportation. Use initiative to handle a wide variety of administrative support duties, manage complex calendars, and arrange meetings/travel including airline and hotel reservations and ground transportation.
• Manage expense reports, contract routing, and invoice payments for the departments.
• Compose correspondence, memos, and reports. Coordinate action with appropriate constituencies in a consistent and timely manner.
• Handle confidential information and communicate only to its intended audience.
• Receive and screen incoming calls. Respond directly to caller’s inquiries when appropriate or disseminate calls to appropriate parties.
• Responsible for maintaining department overall calendars of deadlines, events, travel, and vacation days.
• Provide timely research and/or information in preparation for meetings, events, and special projects.
• Maintain databases in relevant department software systems and create report for high-level stakeholders as requested.
• Manage content on departmental SharePoint sites, updating outdated documents, creating new content, and communicating changes as necessary.
• Other duties as assigned.

Minimum Qualifications Required
Education:

• Associate’s degree or equivalent experience
• Bachelor’s degree preferred

Experience:

• At least 5 years of professional experience in executive-level administrative capacity to include successful support of high-level staff

Skills:

• Highly skilled and competent in Microsoft Office suite of programs (PowerPoint, Excel, Word, SharePoint, and Outlook) and database management
• Highly organized with the ability to prioritize and track multiple ongoing tasks
• Excellent verbal and written communication skills
• Ability to maintain absolute confidentiality
• Ability to work flexible schedule and additional, nontraditional work hours
• Proven ability to independently take appropriate action and make sound decisions within scope of authority
• Proven ability to establish and maintain effective professional relationships with all staff levels, volunteers, key executives, and the public
• Ability to deal with non-routine matters and special projects with minimum instruction