Executive Assistant, EVP/COO

Fullsight•Warrendale, PA

20h•Onsite

About The Position

This role is responsible for providing executive level and administrative support to the executive office through high level problem solving and decision making. This individual will work directly with the organization’s EVP/COO, other C-suite executives, senior leadership and board / committee members to advance the enterprise and organizational-level mission, strategy and objectives. The role requires professionalism with a demonstrated record of enabling executives to carry out their duties with high effectiveness and efficiency while contributing to the success of the overall executive team. This role requires experience and judgment to plan, accomplish goals and meet deadlines. This is a highly visible position, representing the executive office and the organization to all internal and external stakeholders. The role also requires high self-motivation with strong work ethic, diplomacy, political awareness, multi-tasking capabilities and the ability to execute work by prioritizing tasks in a fast-paced environment.

Requirements

Bachelors degree in Business, Communications or related field or Associates degree with years of experience
At least 6+ years experience in an Executive Assistant capacity to a senior executive, preferably VP-level and higher or an equivalent combination of education and experience
Travel planning (domestic/international) and appointment scheduling experience
Meeting planning experience
Advanced Proficiency in MS Office software (Outlook, Word, Excel and PowerPoint), MS Teams, WebEx, Concur (or similar)
Positive professional attitude, committed to excellence and able to independently execute
Demonstrated experience in handling confidential information and discretion in dealing with proprietary information and deals
High attention to detail and high quality work product
Strong ability to multi-task, independently prioritize, and meet project deadlines as scheduled
Excellent oral, listening and written communication skills - speaks clearly and persuasively in positive or negative situations
Work effectively under stress and able to positively manage frequent change, delays, pressure or unexpected events
Demonstrated excellent organizational skills
Excellent levels of interpersonal skills and diplomacy with strong political and cultural awareness
Speaks clearly and persuasively in positive or negative situations; listens and obtains clarification; responds well to questions; participates in meetings
Balances team and individual responsibilities; Gives and welcomes feedback; supports everyone’s efforts to succeed.
Communicates effectively on projects
Exhibits respectful behavior and works effectively in interactions with all levels of the organization and external partners
Volunteers readily; takes independent action and asks for and offers help when needed
Identifies and resolves problems in a timely manner; develops alternative solutions; works well in group problem-solving situations and is willing to make decisions
Budget responsibilities include Executive Office development and monitoring

Responsibilities

Provide administrative support to the Senior Leadership Team by creating and editing agendas, presentations, reports, business plans and objectives on a recurring basis, and coordinating other correspondence, documents, spreadsheets and presentations based on executive expectations.
Flexibly manage busy calendars for the EVP/COO through effective prioritization and scheduling of meetings.
Proactively handle necessary tasks to identify and manage conflicts in advance of future scheduled events, travel arrangements, and changes in priorities.
Monitor deadlines, track progress toward task completion and communicate when there are concerns.
Responsible for meeting preparation (all staff, executive, leadership, off-site, etc.) and logistics through effective use of audio visual, other tools and technologies.
Coordinate business itineraries, travel arrangements (domestic and international), conferences, meetings and other business functions, including registration for conferences, proper documentation (i.e., visas, itineraries, representation letters, etc.) and changes as needed.
Handle other administrative duties such as supplying information, managing budgets, completing and approving expense reports, filing, maintaining records and assisting with various meeting logistics.
Handle ordering of meals and refreshments as appropriate.
Partner with other assistants to ensure seamless operations of the organization.
Provide direct support to the EVP/COO and Board of Directors and related committees, including communication and problem resolution.
Manage Board meeting logistics, including vendor negotiations, creating agendas, writing minutes, recording actions and conducting follow-up to ensure completion within designated deadlines and all Board related activities including communications with all Board members.
Contribute to the achievement of organizational goals.
Manage multiple projects simultaneously.
Build cross-functional relationships between departments.
Act as a sounding board, confidant and conduit to keep the executives well informed and help facilitate decision making.
Act as a point of contact between EVP/COO and employees.
Update internal collaborative documentation regularly.
Track and help drive the completion of other key deliverables and follow up on outstanding items.