Executive Admin Assistant

With minimal supervision provide the highest level of confidential administrative support to the Executive’s Office (Position Category E1 – E3; 50% or more of the time).

Compose and release a variety of high-level correspondence to ensure timely, effective, professional correspondence from the Executive’s Office

Act as the Executive’s liaison with internal and external contacts, to ensure routine questions or problems are answered in timely and effectively

Receive, track, and follow up on the resolution of escalations to the Executive

Type correspondence and reports from rough drafts, editing grammar, punctuation, or spelling as needed to ensure effective, accurate, and timely correspondence

Perform confidential administrative functions such as assembling reports or proposals for internal and external use. Prepare routine and non-routine reports to ensure timely, effective distribution of information

Support departmental projects by gathering information and tracking status

Support the development of departmental presentations by gathering information, preparing handouts, preparing PowerPoint presentations, and preparing text

Transcribe and distribute minutes of important meetings to maintain records and ensure effective, timely communication to relevant parties

Manage and maintain departments’ records/files to ensure the security and confidentiality of the files

Maintain calendars, schedule meetings and appointments, and arrange travel and hotel accommodations to ensure effective time management

Job Specifications

Typically has the following skills or abilities:

Four years of high-level administrative experience with at least two years providing complex secretarial support or the equivalent

Demonstrated ability to support a vice president or above (E1 – E3) greater than 50% of the time

Demonstrated ability to represent the executive in a professional manner to internal and external audiences.

Type 30 wpm

Demonstrate experience working with confidential and sensitive information

Proficient with spreadsheet, word processing and presentation applications

Strong verbal and written communication skills

Strong business acumen skills

Ability to meet tight deadlines

Ability to be flexible

Ability to understand and follow department and company policies and procedures

Ability to develop good working relationships across functional areas