Personal Executive Assistant

First Direct, Inc.•Bellevue, NE

20d

About The Position

The Executive Assistant directly supports the President through a variety of administrative duties, executive projects, and multi-department teams. These responsibilities include managing the executive’s calendars and extensive travel schedules, daily monitoring the executive’s email inbox, directly responding to clients (within prescribed limits) on behalf of the executive, submitting expense reports, designing materials and presentations for meetings, storing digital files in appropriate locations, and more. He/she will attend the executive’s meetings, record and publish polished notes, communicate meeting action items with appropriate parties, and track action items to ensure completion. At times, the Executive Assistant may be requested to support the executive in personal tasks such as but not limited to ordering coffee and pickup dry cleaning. The position is a direct extension of the executive and carries immense responsibility to represent each executive with poise, professionalism, and a friendly disposition at all times. To succeed in this role, the Executive Assistant should have excellent time management and remarkable communication skills (written and verbal), as they’ll collaborate with various internal teams to deliver exceptional results on extremely tight deadlines. He/she takes responsibility for the executive's relationships with clients, fostering genuine relationships and inspiring trust in the organization through texts, phone calls, emails, meetings, private coaching sessions, and interactions at events. The Executive Assistant is highly independent. He/she possesses a sharp attention to detail, an exceptional aptitude for overcoming roadblocks and finding solutions, and the ability to prioritize his/her workload in a fast-paced and ambiguous environment. The Executive Assistant eagerly seeks answers, is not afraid to teach himself/herself new skills, and manages projects with minimal guidance.

Requirements

Proven experience in storing and retrieving digital files, maintaining databases, managing multiple calendars, scheduling travel, monitoring multiple email inboxes, recording notes, and designing meeting materials.
Excellence in organization, planning, problem solving, and effective management of resources.
Superior communication skills, both written and verbal. Include the ability to draft responses on behalf of the executives with all attempts made to retain the executive’s voice and tone.
Aptitude for building relationships with professionals at all levels of the organization and with clients, both in-person and remotely.
Ability to collaborate with other team members while working under pressure and while considering the perspectives of multiple personalities.
Resolve any issues or problems presented by clients or staff, to include addressing complaints and designing solutions with the utmost professionalism and a desire for win-win outcomes.
Ability to look at things from different angles and ask questions to seek a better understanding.
Desire for continuous improvement and eagerness for learning new skills (often self-taught)
Swift adaptability to changes in process and priorities.
Self-starter who is working independently and with minimal supervision.
Experience juggling multiple projects and recurring duties simultaneously, ensuring efficient completion within deadlines and sharp attention to detail.
Ability to maintain poise, professionalism, and positivity at all times.
Willingness and ability to work extended hours or weekends as needed to support the occasional local client events or special projects.
The ideal candidate will possess a willingness to respond to texts, emails, and calls from executives, staff, and clients outside of standard office hours.
Must possess a valid/active driver’s license and a functioning vehicle.
Bachelor’s Degree in a business-related field preferred.
A high level overview of operations, marketing, human resources, and finance activities is preferred.
3 years’ work experience as an Executive Assistant or similar role.
Substantial experience with Office365 (Excel, Word, Mail, Calendars, Powerpoint) and basic PDF editing functions.
Experience with Zoho CRM preferred.
Prolonged periods sitting at a desk and working on a computer
This position will require travel - up to 15%

Nice To Haves

A high level overview of operations, marketing, human resources, and finance activities is preferred.
Experience with Zoho CRM preferred.

Responsibilities

Ensure all administrative responsibilities (as detailed above) are fully executed with the utmost attention to detail, efficiency, and within deadlines.
Executive expense reporting
Represent the executives and First Direct with a high level of professionalism, friendliness, maturity, and customer service in every interaction (internal and external), fostering genuine relationships and inspiring trust in the organization.
Guard each executives’ time and access as a gatekeeper, determining which meeting requests to approve or deny—in alignment with the executives’ priorities and the organization’s goals.
Liaison between all departments and at all levels within the organization, tracking any outstanding action items to completion and confidently moving projects forward.
Display superior cross-functional collaboration skills: analytical mindset, resourcefulness, team orientation, clear communication.
Leverage Zoho CRM, Project Management, Office365, and other technology to accomplish tasks, with a strong willingness to learn new software and workflows if needed.
Complete duties independently and prioritize his/her workload, in alignment with the organization’s mission, vision, and goals.
Follow applicable processes and procedures as well as write and maintain processes for their own responsibilities.
Inform the administrative team lead and executives of any foreseen roadblocks or delays.
Exhibit a “can-do,” positive attitude at all times.