Sr Administrative Assistant

Pilot Company•Knoxville, TN

About The Position

Oversee the executive calendar and coordinate a variety of meetings and appointments; serve as a liaison between executive and other managers/ team members Plan, coordinate and assist with prioritization of executive’s daily schedule, ensuring effective use of time management Maintain ongoing communication and work closely with executive to meet upcoming commitments and responsibilities Arrange complex, detailed travel plans, itineraries and agendas, compile meeting documents, and monitor executive’s travel schedule; assist with resolution of logistical issues and meeting time changes Coordinate and plan on- and off-site events, board meetings and other company-related functions Support senior leadership team with ad hoc projects; follow through on projects to successful completion under deadline pressures. Prepare, edit and distribute complex and confidential executive correspondence including meeting agendas and notes Complete and reconcile expense reports and process invoices Collaborate with other executive assistants and the Chief of Staff on meetings, schedules and presentations as needed Provide administrative support for emergencies during off hours, including weekends Model behaviors that support the company’s common purpose; ensure guests and team members are supported at the highest level Ensure all activities are in compliance with rules, regulations, policies, and procedures Complete other duties as assigned, including support of Office Services

Requirements

Associate degree in business, office administration/management or related field required
Minimum three years’ experience supporting executive level leadership of a large company required
Intermediate Microsoft Office skills
Ability to think strategically and analytically in day-to-day decisions and long-range planning
Ability to manage multiple tasks simultaneously and mentor others on the team to do the same
Ability to work independently or collaboratively on tasks
Strong and effective written and verbal communication and presentation skills
Ability to model agility and work effectively in a fast-paced, frequently changing business environment
Ability to adapt to new technologies
This position requires candidates to be legally authorized to work in the United States without employer sponsorship

Nice To Haves

bachelor’s degree preferred
five years’ experience preferred

Responsibilities

Oversee the executive calendar and coordinate a variety of meetings and appointments; serve as a liaison between executive and other managers/ team members
Plan, coordinate and assist with prioritization of executive’s daily schedule, ensuring effective use of time management
Maintain ongoing communication and work closely with executive to meet upcoming commitments and responsibilities
Arrange complex, detailed travel plans, itineraries and agendas, compile meeting documents, and monitor executive’s travel schedule; assist with resolution of logistical issues and meeting time changes
Coordinate and plan on- and off-site events, board meetings and other company-related functions
Support senior leadership team with ad hoc projects; follow through on projects to successful completion under deadline pressures.
Prepare, edit and distribute complex and confidential executive correspondence including meeting agendas and notes
Complete and reconcile expense reports and process invoices
Collaborate with other executive assistants and the Chief of Staff on meetings, schedules and presentations as needed
Provide administrative support for emergencies during off hours, including weekends
Model behaviors that support the company’s common purpose; ensure guests and team members are supported at the highest level
Ensure all activities are in compliance with rules, regulations, policies, and procedures
Complete other duties as assigned, including support of Office Services