Executive Assistant

Responsible for performing tactical and strategic administrative support tasks for upper executive level employees of the organization. Responsibilities include performing various tasks in administrative support at the upper executive level. These tasks may include, but are not limited to, key records maintenance, compiling data for reports, administrative tasks associated with the budget process, scheduling executive appointments and meetings, calendar maintenance for upper executive level employees, answering/screening/routing telephone calls for upper level executives, preparing expense reports, preparing/editing executive presentations, making travel arrangements, mentoring/leading the general administrative staff of the department/division, and other established general administrative requirements of the organization. Coordinates the administrative work within the department/division, working with other departments/divisions and companies. Recognized as the top administrative employee in the department or division. The work performed by these employees is predominately administrative work that is largely tactical and strategic in nature. Uses ability as a skilled specialist to contribute to the development of new concepts/techniques and to complete assignments/tasks in innovative and effective ways. Expert knowledge on the general/technical aspects of the job. Works on assignments that is extremely complex in nature where a high degree of independent judgment, initiative and technical knowledge are required to resolve problems. Work is completed independently and has ability to handle most unique situations. Frequently determines methods and procedures for new assignments. May supervise the activities of other non-exempt employees.

Candidates must be able to:

Provide general, routine to complex administrative support with keen ability to foresee and anticipate the needs of the executive, leadership team and organizations to optimize their time and take a proactive role to anticipate, identify and initiate/facilitate thoughtful solutions

Manage and maintain highly complex and changing calendars, schedule meetings, domestic and international global travel, off-site meetings, and organizational functions in a very demanding and hi paced environment

Manage expense reporting for domestic and international expenses with various currencies

Key liaison for the organization and on-the-job contacts including internal and external customers, company executives, vendors, business partners

Demonstrates a broad company knowledge which includes corporate policies and procedures, organizational structure, business strategies, corporate goals, products, services, customers and competitors

Maintain an advanced degree of confidentiality along with excellent judgment and discretion

Organize meetings and special events, including all hands, off-sites, culture events, team building, etc

Take initiative to create and foster culture programs to increase morale across the organization

Understands and meets deadlines and time sensitive issues in a fast paced environment

Ability to create and/or modify processes and scale best practices across the organization and within the broader EA community. Being a partner in the EA community

Ability to quickly learn and adopt new technologies and be flexible

Adapts to changes in systems, tools, and processes

Professional representation of the CIO office in conducting him/herself with the utmost professional conduct and mannerism as this support role is often the FIRST POINT OF CONTACT for the CIO. First impressions are the MOST important

Education and Experience Required:

High school education or equivalent; some college level education highly preferred. Typically requires a minimum of 9+ years general administrative experience, or equivalent combination of experience and college level education.

Back to top