Executive Administrative Assistant
About The Position
The Executive Administrative Assistant performs varied administrative duties and designated administrative functions for an assigned executive, maintaining a close and highly responsive relationship with the executive’s day-to-day work. The role works independently under general supervision and guidance, handles administrative details, exercises judgment within the scope of authority, and maintains strict confidentiality over records and information relating to executive plans and decisions affecting Company operations. This position reports directly to the President of PSO. The assistant anticipates executive needs, manages priorities and schedules, coordinates meetings and travel, prepares and distributes communications and briefing materials, handles incoming requests, and safeguards sensitive information. The role also develops and maintains processes to improve the efficiency and effectiveness of the executive office.
Requirements
- High school graduate or equivalent education and/or experience.
- Five or more years of diversified, thorough experience gained in various areas within the organization or similar administrative experience.
- Computer/PC competency.
- Experience using general administrative office procedures and practices.
Nice To Haves
- Some college and/or office administrator training.
Responsibilities
- Maintain current knowledge of Company policies, practices, organizational priorities, and procedures relevant to the executive office; resolve administrative matters within established authority and escalate matters requiring attention.
- Anticipate executive needs and identify priorities, commitments, deadlines, and matters requiring attention; follow up and track outstanding requests and commitments.
- Manage and prioritize the executive’s calendar, meeting requests, scheduling conflicts, preparation time, travel time, availability, and commitments.
- Coordinate executive meeting preparation, including agendas, briefing materials, presentations, background information, logistics, and supporting materials.
- Draft, edit, proofread, coordinate, and distribute executive correspondence, reports, presentations, briefing materials, and other communications.
- Prioritize and manage incoming communications, requests, visitors, telephone calls, correspondence, and other matters; respond to routine matters and redirect inquiries appropriately.
- Handle confidential, sensitive, and time-critical information with discretion, protecting information concerning employees, leadership, business strategy, Company operations, and executive decisions.
- Plan and coordinate business travel, accommodations, transportation, meeting logistics, itineraries, and related arrangements; address potential issues and make adjustments.
- Develop and maintain processes and systems to improve executive-office efficiency, information flow, and follow-through.
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What This Job Offers
Job Type
Full-time
Career Level
Senior
Education Level
High school or GED
