Executive Assistant

Job Purpose

The Executive Assistant performs a wide variety of complex and confidential duties. The ExecutiveAssistant uses initiative, tact, judgment, confidentiality as well as strong interpersonal and organizational skills to support the SVP, Communications & Image and ultimately the broader objectives of the organization.

Responsibilities

• Manage the day to day sensitive and confidential business activities of the SVP
• Independently prioritize and handle internal and external correspondence including determining whether to directly answer correspondence
• Independently evaluate and screen incoming calls for priority, resolution, routing or response in the most professional manner
• Compose, edit and distribute correspondence including email, memos and PowerPoint presentations
• Schedule meetings and maintain daily and long‑term calendar in a manner that provides the most effective use of the SVP’s time and prioritizes business needs
• Coordinate senior executive meetings and prepare confidential and sensitive materials
• Prioritize and execute travel arrangements to best facilitate effective use of SVP’s time
• Prepare detailed itineraries and agendas regarding transportation, hotel accommodations for executive team and designated visitors
• Create and maintain comprehensive filing system to optimize business use for department and train others; develop improvements
• Reconcile, track and approve expense reports as directed
• Plan conferences and on‑site/off‑site meetings, negotiate venue rates, facilitate all equipment and ensure attendees and presenters are equipped with their requirements
• Establish and maintain comprehensive records, reports, reference materials and communications
• Record actions on sensitive issues and release information to authorized parties as directed

Requirements

• A minimum of 5 years of C‑Level Executive Assistant experience
• Demonstrate the ability to handle confidential and highly sensitive proprietary information with discretion
• Ability to remain composed in difficult situations
• Ability to perform routine and specialized duties at assigned times and for long periods of time when necessary
• Ability to time manage and organize tasks based upon shifting priorities
• Ability to work independently and make sound decisions
• Ability to demonstrate effective verbal and written communication skills
• Strong telephone etiquette and communication skills
• Ability to demonstrate tact and discretion in preparing, disclosing and handling information of a confidential, controversial and sensitive nature
• Ability to establish and maintain working relationships with all levels of the organization and external parties
• Ability to operate all equipment and programs necessary to perform the job
• Ability to travel as needed