Executive Assistant

Fullsight • Warrendale, PA

8d • Hybrid

About The Position

The Executive Assistant, CXO provides executive-level and administrative support through high-level problem solving and decision making. This role works directly with the organization's C-suite executives, senior leadership and board and committee members to advance enterprise and organizational-level mission, strategy and objectives. The role requires professionalism and 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. Success in this role calls for experience and judgment to plan, accomplish goals and meet deadlines, along with strong self-motivation, work ethic, diplomacy, political awareness, multi-tasking capability and the ability to prioritize work in a dynamic environment.

Requirements

• Associate's degree in Business, Communications, or a related field.
• 6+ years of experience as an Executive Assistant to a senior executive (VP-level or higher), or an equivalent combination of education and experience.
• Advanced proficiency in MS Office (Outlook, Word, Excel, PowerPoint), MS Teams, WebEx, and Concur or similar tools.
• Experience with domestic and international travel planning, appointment scheduling, and meeting planning.
• Experience with budget and billing responsibilities, including monitoring a CXO budget and managing accounts payable processes
• High attention to detail and the ability to produce high-quality work.
• Strong ability to multi-task, independently prioritize, and meet deadlines.
• Excellent organizational skills and the ability to handle confidential information with discretion.
• Strong oral, written, and listening communication skills.
• Ability to work effectively under stress and manage change, delays, or unexpected events positively.
• Strong interpersonal skills, diplomacy, and cultural awareness.
• Ability to identify and resolve problems in a timely manner and contribute to group problem-solving.
• Demonstrated ability to work independently while balancing team collaboration.
• Professionalism, respect, and effectiveness in interactions across all organizational levels and with external partners.
• Initiative, willingness to offer help, and support for a continuous improvement culture.

Nice To Haves

• Bachelor's degree preferred.

Responsibilities

• Provides support for meetings and interactions with internal staff and occasionally with external customers, board and committee members and leaders by creating and editing presentations, reports, business plans and objectives on a recurring basis, and coordinating other correspondence, documents, spreadsheets and presentations based on executive expectations.
• Flexibly manages busy calendars for executives through effective prioritization and scheduling of meetings, proactively identifying and managing conflicts in advance of scheduled events, travel arrangements and changes in priorities.
• Monitors deadlines, tracks progress toward task completion and communicates when concerns arise.
• Handles meeting preparation and logistics, including effective use of audio visual and other tools and technologies.
• Coordinates business itineraries, travel arrangements (domestic and international), conferences, meetings and other business functions, including conference registration, proper documentation such as visas, itineraries and representation letters, and changes as needed.
• Acts as staff liaison for board-level committees, such as Finance and Audit and Risk, handling logistics and preparing agendas and minutes for those and other committee meetings, assisting the CXOs with managing the committees, and collaborating with the Governance Administrator and CXOs to ensure governance requirements are met.
• Performs other administrative duties such as creating requisitions and purchase orders, processing invoices, supplying information, managing budgets, completing and approving expense reports, filing, maintaining records, ordering meals and refreshments, and assisting with various meeting logistics; partners with other assistants to ensure seamless operations of the organization.
• Drafts and proofreads routine and non-routine correspondence, for accuracy, completeness and compliance with organizational standards, policies and procedures.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: Associate degree