Job Description

The Executive/Administrative Assistant is responsible for managing various administrative duties and communications for the President/CEO and additional executives as needed. Proactively assists in coordinating schedules for senior executives, assists in prioritizing functions and appointments, ensures meetings, deadlines, presentations, and other duties of the office are carried out seamlessly, and assists other departments to the extent relevant in similar activities. This includes facilitating communication, preparing presentations or other written materials, planning events, distributing information, drafting agendas, minutes of meetings, and scheduling tasks.

• Completes projects and special assignments by establishing objectives, determining priorities, managing time, gaining cooperation of others, problem-solving, and making adjustments to plans.
• Relevant calendar management for multiple executives.
• Strong MS Office (PowerPoint and Excel active user, in addition to Word)
• Assists in prioritizing and maintaining individual executives' calendars for meetings, calls, board meetings, and travel.
• Maintains contact files.
• Manages domestic and international travel arrangements and meeting activity by ensuring itineraries and agendas are developed, booking transportation, arranging lodging, meeting accommodations, and similar.
• Responsible for general administrative functions of above activities and assists with the continuous improvement of their functions.
• Takes an active part in and is responsible for corporate charity functions.
• Assists with employee functions and coordinates various company activities.
• Work on events or activities as senior executives designate, which may involve extensive planning and execution (President's Conference, for example).
• Prepares and confirms executive expense reports.
• Serves as a go-to for general office inquiries throughout the company.
• Partners with Human Resources for ad hoc projects as needed.
• Organizes executive meetings, including various boards requiring presentation materials, incl. all practical related coordination such as organizing food/drink for internal or external functions.
• Maintain contact and rapport with relevant peers throughout the industry.

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