Executive Assistant

HR Strategy Group•Rockville, MD

8d•Onsite

About The Position

The Executive Assistant is an exempt, full-time, in-office position and serves as a key member of The Company’s administrative support team. The Executive Assistant will be responsible for helping the company function with efficiency, organization, and purpose. The ideal candidate has strong organization and prioritization skills, is solution-focused and works well with team members both in-person and virtually. The incumbent will demonstrate meticulous attention to detail and will be adept at anticipating needs.

Requirements

Ability to communicate effectively with vendors and office staff.
Demonstrated ability to work under pressure, handle multiple projects simultaneously and autonomously, and keep tasks/projects on track.
Be trustworthy, reliable, have strong work ethic, and ability to keep strict confidentiality.
Excellent organizational skills and meticulous attention to detail.
Superb interpersonal skills and strong team player.
Excellent logistical skills.
Event planning skills.
Knowledge of administrative and clerical procedures.
Understanding of project management and the skills needed to forecast and plan ahead.
Customer service oriented.
Be able to use common business machines (copiers, scanners, etc.).
Have a strong working knowledge of Microsoft Office Suite and Adobe Acrobat.
Holds a valid U.S. driver’s license, and a clean background check.
Must have access to reliable transportation.

Nice To Haves

7+ years of relevant experience in any combination as administrative assistant, executive assistant, and/or office manager.
Experience in coordinating both large and small-scale events.
Proven experience providing support to Boards, including preparing materials, taking minutes, and managing board logistics.
Demonstrated experience in complex calendar management, including coordinating across multiple time zones.
Experience in coordinating international travel, including visas, passports, and other travel documentation.

Responsibilities

Perform a wide range of executive support activities and assistance to the President & CEO.
Proactively anticipate the CEO's needs and maximize the CEO's time by preparing them thoroughly for meetings with key stakeholders.
Assist team members with the production of company-sponsored events, tradeshows, conferences, international economic development missions, etc.
Assist with daily scheduling duties including managing calendar and scheduling appointments, internal/external meetings, and conference calls.
Prepare the CEO for meetings by organizing pre-read materials and ensuring all necessary information is readily available.
Coordinate domestic and international travel itineraries, flights, hotel accommodation, rental car, and other travel needs.
Coordinate logistics and prepare meeting materials for Board of Director’s meetings.
Support other Senior Management staff on other projects as needed.
Draft and edit correspondence, communications, presentations and other documents.
Complete monthly expense reconciliation for the executive’s corporate credit card and out of pocket expenses.
Support office management by ensuring smooth daily operations and coordination within the office.
Work with team members to execute events from concept to completion, ensuring they operate smoothly and efficiently.
Assist staff participation in company-sponsored events, trainings, conferences, tradeshows, Board meetings, etc., to include managing registrations and travel arrangements for international delegations.
Assist with contract-related negotiations for venues, catering, supplies, equipment, etc., and serving as a liaison to vendors.