Executive Assistant

Under minimal supervision, provides highly diversified administrative tasks and assignments in support of a senior executive. Assists the executives by carrying out a variety of complex administrative duties involving contact and exposure to confidential and/or proprietary information. Utilizes independent judgment, determining when to act for executive and when to refer problems for personal attention.

Essential Duties and Responsibilities

• Manages the calendar of senior executives in accordance with the executive’s preferences; uses independent judgment in assigning priorities and juggling multiple requests for meetings.
• Arranges travel; hotel accommodations and transportation; prepares detailed itineraries and compiles travel related documents.
• Prepares and tracks payment of expense reports.
• Verifies and codes invoices and forwards to appropriate executive for signature.
• Assist with the development of presentations, including preparation of overhead slides, researching topics, etc.
• Coordinates the accumulation and compilation of materials for meetings and other purposes, including staff meetings, monthly management meetings, monthly management reports, etc. often combining department specific materials into a single operations document; ensures reports are received and turned in on time; may provide input into format and layout of graphic presentation of data; may create notebooks for all data presented.
• Seeks and maintains a comprehensive understanding of company and departmental policies and procedures in order to effectively and efficiently conduct duties and responsibilities; may advise individuals inside and outside the organization of the executive’s views on major policies or issues; sets priorities independently.
• Coordinates internal and external meetings such as, sending invitations, arranging catering, reserving locations, compiling binders and/or other hand-outs, preparing agendas and confirming attendees.
• Answers and screens executive’s phone and refers calls to appropriate personnel; takes messages; responds to highly diversified inquiries from members of senior management, employees and the general public; provides courteous and efficient responses to phone inquiries determining from experience and training the limitations and extent and type of information which may be provided.
• Receives, sorts, distributes, opens and screens incoming mail. Categorizes and prioritizes response needed; uses initiative to prepare responses for signature and to assemble background information from many sources; follows-up to ensure that proper and timely action is taken.
• Coordinates processes or projects for executive(s), some of which are highly complex, confidential and sensitive in nature.
• Types routine and non-routine memos and other internal and external correspondence and other department forms and documents; may prepare first drafts of documents and/or may edit and suggest changes to documents prepared by others; material may require familiarity with commonly used business and technical expressions.