Administration - Senior Executive Assistant

Golden 1 Talent Acquisition Team•Sacramento, CA

18h•$50 - $60

About The Position

The Sr Executive Assistant will serve to maintain the credibility, trust, and support of the Executive Suite offices and works as part of a cohesive team of administrative and executive assistant professionals, fostering a collaborative environment to ensure seamless support for senior management. The Sr Executive Assistant will serve as the primary point of contact for all inquiries on matters pertaining to the executive level offices, provide high-level executive support through one-on-one working relationships, and anticipate the needs of senior management by being proactive, organized, and informed. The Sr Executive Assistant possesses the skills to understand and anticipate complex schedules, priorities, preferences, and potential challenges, while being resourceful, efficient, and able to think ahead to provide solutions before issues arise. The Sr Executive Assistant is highly skilled in software and tools, demonstrates strong organizational and communication skills, and can leverage technology to streamline tasks and enhance efficiency. The Sr Executive Assistant also serves as a liaison to the board of directors and senior management teams; organizes and coordinates executive outreach and external relations efforts and oversees special projects.

Requirements

Minimum of seven years’ experience in an Executive Assistant role.
Minimum of seven years’ experience working for senior management positions.
Deep understanding of executive office procedures, protocols, and best practices in supporting high-level executives.
Expert knowledge of office management systems, procedures, and best practices, including document control, filing, and record-keeping.
Proficiency in various office software applications (e.g., Microsoft Office Suite, project management software) and ability to learn and adapt to new technologies quickly.
Understanding of the specific industry and the organization's business operations, allowing for informed decision-making and effective support.
Ability to understand and contribute to strategic planning processes, anticipate needs, and proactively address potential challenges.
Exceptional written and verbal communication skills, including professional email etiquette, report writing, presentation preparation, and strong interpersonal communication.
Highly organized with strong time management skills, able to prioritize tasks, manage multiple projects simultaneously, and meet deadlines effectively.
Ability to analyze situations, identify problems, and develop effective solutions independently or collaboratively, demonstrating strong decision-making skills.
Ability to think strategically and anticipate needs, proactively identifying and addressing issues before they arise.
Excellent multitasking abilities, efficiently managing multiple tasks, projects, and priorities with a strong focus on accuracy and detail.
Strong interpersonal skills, ability to build and maintain positive relationships with executive staff, internal stakeholders, and external contacts.
Demonstrated ability to handle confidential information with utmost discretion and professionalism.
Ability to adapt to changing priorities, work effectively in a fast-paced environment, and handle unexpected situations with flexibility and composure.

Nice To Haves

Minimum of AA degree in business related courses preferred

Responsibilities

Completes a broad variety of administrative tasks including: managing extremely active calendars of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
Communicates directly, and on behalf of senior management, with Board members, donors, Foundation staff, and others, on matters related to initiatives.
Manages and attends management and Board related committees, prepares meeting packets, takes minutes, and tracks action items through to completion.
Researches, prioritizes, and follows up on incoming issues and concerns addressed with senior management, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
Works closely and effectively with senior management to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
Anticipate the needs of the senior management and proactively address them before being asked. This involves a deep understanding of work style, priorities, preferences, and potential challenges to ensure smooth operations and efficient productivity.
Maintain clear and concise communication, both verbally and in writing. Ensure information flows smoothly and be mindful of senior management’s communication style and preferences.
Provide advanced skills in Microsoft Word, Excel, PowerPoint, and Outlook (or similar platforms). This includes advanced formatting, data manipulation, presentation creation, and email management. Streamline tasks and processes through the effective use of technology to increase efficiency and productivity.
Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects, some of which may have organizational impact.
Provide guidance and coaching to other Executive Assistants on best practices, tools, and processes.
Conduct regular team check-ins to share updates, align priorities, and foster collaboration amongst the executive assistant teams.
Act as liaison between executive assistants and other departments to ensure smooth continuous communication.
Provide feedback and performance input to leadership regarding team effectiveness.
Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the operations of the Credit Union
Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
Maintains discretion and confidentiality in all Credit Union, board, and third-party relationships
Serves as the administrative liaison to the board of directors, potentially assisting Board members with travel arrangements, lodging, and meal planning as needed
Research, collect, interpret, and analyze data, troubleshoot, and/or investigate areas of special interest to the executives and provide evidence-based recommendations for review and/or action as requested.
Participates in professional development in order to provide efficiency across the organization and maintain and acquire knowledge of organizational policies and procedures.
Performs other assignments as required