Executive Assistant Jobs

About The Position

Requirements

• Bachelor’s degree in Business Administration, Communications, Public Administration, or a related discipline.
• Three (3) years of office administration, senior secretarial, or related experience.
• Seven (7) years of office administration, senior secretarial, or related experience may substitute for a bachelor’s degree.
• Experience using personal computer software applications such as word processing, spreadsheets, and presentation tools.
• Ability to type or keyboard at least 60 accurate words per minute.

Responsibilities

• Provides high-level administrative and operational support to executive leadership.
• Manages executive communications, coordinates schedules and travel arrangements, organizes meetings and events, and oversees administrative processes to ensure efficient department operations.
• Serves as a key liaison between the executive and internal or external stakeholders, exercising independent judgment, discretion, and knowledge of organizational policies.
• Supports departmental operations by managing administrative staff, coordinating budgets and reporting, and assisting with policy development and implementation.
• Answers executive telephones, screens calls, and routes inquiries to appropriate staff members.
• Greets visitors professionally, assesses their needs, and directs them to appropriate personnel.
• Receives and reviews incoming correspondence, responding independently to routine matters and drafting responses for executive signature when appropriate.
• Reviews outgoing correspondence for accuracy, consistency, and compliance with organizational policies.
• Serves as a representative of the executive within the organization and communicates executive priorities when appropriate.
• Manages complex executive calendars and prioritizes appointments, meetings, and scheduling requests.
• Arranges domestic and international travel including itineraries, accommodations, and transportation.
• Prepares expense reports and travel documentation.
• Coordinates meetings and special events, including reserving meeting space and facilities, arranging audiovisual equipment and materials, coordinating speakers and catering services, and preparing agendas and organizing meeting logistics.
• Prepares executives for daily meetings and activities.
• May facilitate or chair meetings on specific operational issues and assist in developing action plans and follow-up items.
• Develops and maintains departmental filing systems and administrative procedures.
• Retrieves and provides information for internal and external requests.
• Types and prepares correspondence, reports, presentations, and manuscripts.
• Prepares charts, graphs, and presentation materials.
• Coordinates with external partners such as typesetters and publishers for production of communication materials.
• Operates standard office equipment including computers, telephones, copiers, and related technology.
• Gathers, reviews, verifies, and consolidates data for departmental reports and presentations.
• Designs and generates routine and ad-hoc reports or statistical analyses.
• Supports department budget preparation and monitoring of budget variances.
• Forecasts departmental expenditures and recommends purchase of major equipment.
• Authorizes certain expenditures within approved departmental budgets.
• May supervise or coordinate the work of clerical, secretarial, or administrative staff.
• Assigns and distributes work assignments to team members.
• Participates in the recruitment, training, and development of administrative staff.
• Provides input into performance evaluations and employee-related actions.
• Initiates and processes employee transactions after appropriate review and approval.
• Assists with resolving employee concerns and determining appropriate actions.
• Interprets departmental policies and procedures for staff.
• Communicates updates to policies, procedures, and departmental guidelines.
• Reviews and revises departmental policies and forms in compliance with organizational, state, and federal regulations.
• Identifies when new policies or operational procedures are needed.
• Provides guidance to employees and refers them to appropriate departments for interpretation of organizational policies.

Benefits

• Comprehensive health benefits that start day 1
• Student Loan Repayment Assistance & Reimbursement Programs
• Family-focused benefits
• Wellness incentives
• Ongoing mentorship, development, leadership programs