Executive Administrator

Velera

3d•$67,700 - $86,300•Remote

About The Position

The Executive Administrator plays a critical role by providing complex administrative support to the Executive and the Senior Leadership teams. The Executive Assistant will coordinate and administer highly complex and confidential activities that need to be resolved daily in a responsible, efficient and timely manner. This individual is responsible for managing email and calendaring for their supported leader(s) and may be engaged to support enterprise-level initiatives and events. Being effective in this role requires the skills for building strong, trusting partnerships at executive, administrative, and employee levels across the enterprise. The individual needs to be able to lead tasks that require independent judgment, initiative, and the ability to influence without authority. This position requires with a hands-on, self-motivated, and astute individual who is flexible and thrives in a fast-moving, dynamic environment within an evolving industry.

Requirements

Associate degree or five (5) years of administrative/operational support to managers, directors, and/or executives required.
Three (3) years of experience as an Executive Assistant required or 5+ years as an administrative assistant or combination of years required.
Expert in Microsoft application suite, including Outlook, Excel, Word, and PowerPoint.
Superior communication skills necessary to comprehend and compile communication on behalf of the leader.
Ability to interact and communicate effectively with all levels of internal staff, vendors, and clients.
Proficient in clear and effective business writing techniques.
Proven ability to adapt to change.
Being able to change priorities and quickly move from one task to another as dictated by the leader.
Strong organizational skills that enable proactive handling multiple priorities with a sense of urgency.
Strong interpersonal skills and the ability to build relationships with all stakeholders.
Ability to work under general direction and be able to complete functions with minimal guidance/directions while producing accurate and quality results.
Proven ability to handle confidential information with discretion.
Adaptable to various competing demands and demonstrate the highest level of customer/client service and response.
Ability to effectively work in a high pressure, fast paced environment.
Superior problem-solving skills.
Ability to anticipate and resolve issues from prior experience.
Ability to work effectively independently and as part of a functional team.

Nice To Haves

Bachelor’s degree preferred.

Responsibilities

Proactively provide personalized administrative support for multiple members of the Executive Leadership Team (ELT) and/or Senior Leadership Team (SLT) ensuring routine and complex matters are handled in a timely and professional manner.
Manage all calendar items, ensure invitations are sent to appropriate audiences, resolve conflicts, anticipate future items and potential conflicts, manage deadlines, ensure sufficient working time.
Schedule meetings with appropriate audiences, manage responses, resolve conflicts as needed, coordinate tasks such as contacting participants, preparing agendas, taking and distributing meeting minutes.
Ensure that all arrangements for any corporate sponsored events, industry events, and internal events are completed including travel, room reservations, registration, speaking engagements, etc. through collaboration with internal and/or external teams.
Ensure that expenses are filed in a timely manner and in accordance with Accounting and Billing policies and deadlines.
Ensure that invoices are approved in a timely manner – gather any needed information for an informed decision.
Book and manage all travel requests including airfare, hotel, ground transportation, dining reservations. Ensure information is readily available per the leader’s preference.
Develop reports and presentations using the appropriate templates as needed. Proofread for acceptability prior to providing to the requestor. Distribute as directed.
Process email, US Mail, packages, etc. based on agreed upon access with the leader. Route correspondence or action items to appropriate staff and request action/information as needed on behalf of the leader. Initiate follow-up to ensure item was handled if a reply or specific action is requested.
Where applicable, attend meetings, take minutes, and report on action items as needed. Prepare and maintain correspondence and documents. Act as custodian of corporate documents and records.
Working with HR to onboard assigned new leader. Complete access request form, ensure equipment, corporate credit card, and facilities access are available day 1; schedule meetings for the first week based on onboarding plan.
Must maintain strict confidentiality of information obtained through email, meetings, correspondence, and all other communications.
Direct and master a prioritization system for email, mail, voicemail and meetings to bring high priority items forward for interactive dialogue and direction. Rapidly handle or delegates the low priority workflow activities.
Interact and communicate professionally on all appropriate business priorities at an executive level with all levels of personnel, business partners, subsidiaries, vendors and consultants.
Act as a backup for an assigned EA by providing support for the leader(s) they support when EA is out of the office, travelling for work or assigned to a large project.
Identify areas of improvement, work with manager to document, coordinate implementation of changes and measure success.
Perform other job duties as assigned.