Executive Assistant Jobs

About The Position

Requirements

• Bachelor's degree from an accredited four-year college or university in Business Management, Communications, or a closely related field (strongly preferred) or a combination of education and relevant experience.
• 3-5 years of direct senior-level administrative support experience or extensive exposure to C-Suite protocols and executive meeting etiquette, including capturing meeting minutes.
• Must have reliable transportation, a valid driver’s license, and insurance.
• Proficient in Microsoft Office Suite, including but not limited to Excel, Word, PowerPoint, Outlook, Google Sheets, and DocuSign.
• Must be proactive, have meticulous attention to detail and execution of all responsibilities, strong judgment, and decision making, and be forward thinking.
• Ability to work effectively with situations that require tact and diplomacy.
• Ability to work on multiple projects simultaneously on a variable schedule based on project demand.
• An active listener - giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
• Ability to meet and work with diverse populations and the general public.
• Must have excellent written and verbal communication skills with the ability to effectively interact and communicate with all levels within the company in English.
• Ability to learn new software systems.
• Strong customer service skills and willingness to assist others.
• Strong organizational skills, including the ability to multitask, prioritize, and thrive in a fast-paced environment.
• Demonstrated ability to work independently to complete projects and effectively collaborate with cross-functional teams and senior-level leadership.
• Strong analytical skills and problem-solving skills.
• High attention to integrity, ethics, and sensitivity, particularly regarding confidential information.
• Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.
• Is legally able to work in the United States.

Nice To Haves

• Knowledgeable of department and organizational systems (i.e., NetSuite, Paylocity).

Responsibilities

• Coordinates and accurately maintains the Executive's calendar and email to optimize time and information sharing. Proactively makes alternative arrangements for conflicts of scheduling.
• Coordinates all aspects of travel, meetings, and other events, including managing expenses by collecting receipts, coding expense reports, and submitting a reimbursement request. Provides Accounting with a complete and balanced copy of all statements and receipts with proper approvals. Responsible for handling all discrepancies, returns, and/or credits through the credit card website and/or NetSuite.
• Monitors deadlines, follows up on delegated tasks, and provides appropriate reminders.
• Provides data analysis and reporting as requested, such as canned reports and scorecards.
• Supports local employee engagement activities such as team recognition, events, etc.
• Submits IT requests and ensures distribution lists are accurate.
• Coordinates a variety of tasks, events, or special projects in support of the Executive’s function and department.
• Provides meeting agendas, captures notes, meeting minutes, and action items as appropriate; distributes, archives, and schedules follow-up meetings as action items dictate.
• Assists with the preparation of presentations and materials for internal and external meetings.
• Drafts, proofreads, and edits mailings, correspondence, memorandums, pre-approved contract templates, and other documents as needed.
• Supports meetings with the Board of Directors and Committees, when needed.
• Coordinates and takes required steps to ensure the Executive’s meetings have the required set up and preparation of agenda, invitation lists, and materials, and coordinates AV to connect remote staff and/or meeting attendees.
• Actively supports projects and initiatives to ensure the most efficient use of departmental resources and time.
• Establishes credibility throughout the organization with management and employees through responsiveness and quality of work product.
• Leverages knowledge and experience to identify opportunities with existing technology to further support, simplify, and automate processes and enhance the experience with an eye for innovation and continuous improvement.
• Develops techniques for compiling, preparing, and organizing departmental information.
• Demonstrates behavior that is professional, ethical, responsible, composed, and in alignment with HFB policies, procedures, and expectations.
• This position has no direct supervisory responsibilities but may indirectly provide guidance and/or oversight to vendors and/or contractors related to special events. Carries out responsibilities following the organization's policies and applicable laws. Responsibilities include planning, assigning, and directing work, and resolving problems. Responsibilities also include sponsoring, directing, coordinating, and supporting projects and participating in and/or supporting project teams sponsored by other management team members.

Benefits

• PACT values (Purpose, Accountability, Courage, Transparency)