Executive Assistant

As an Executive Assistant, you'll play an essential role in enhancing the effectiveness of the site leadership by providing top-tier administrative support. You'll handle a range of complex, diverse, and confidential tasks, using independent judgment and decision-making in your daily responsibilities. Your duties will include prioritizing work, managing vendor relationships, and ensuring the smooth operation of the Site Leaders activities. You'll also represent the Site Leader professionally, greeting visitors, organizing company events, and responding to inquiries. Additionally, you'll have the opportunity to streamline processes and improve service levels for the leadership team. Key responsibilities include calendar management, travel arrangements, and coordinating meetings, videoconferences, and business functions. You'll need to be proactive in understanding the Site Leader's travel preferences and adjusting plans as needed. Furthermore, you'll coordinate philanthropy events, manage communications, and assist with presentation creation. This role demands high energy, the ability to juggle multiple projects, and strong interpersonal and customer service skills. While you'll be expected to work independently, collaboration and attention to detail are key to ensuring tasks are completed with excellence.

Responsibilities:

• Calendar management: Manage the executive's calendar, including making appointments, rescheduling, and prioritizing events.
• Communication: Manage all communications, including emails, phone calls, and reports.
• Research: Conduct research and prepare reports on topics as requested by the executive.
• Event planning: Plan and organize events, such as conferences, seminars, and fundraisers
• Document management: File important documents, such as reports, emails, and meeting notes.
• Administrative support: Perform administrative tasks, such as writing and editing emails, drafting memos, and preparing communications.
• Travel arrangements: Make travel arrangements for the executive.
• Maintaining confidentiality: Maintain a high level of discretion and confidentiality.
• Representing the executive: Represent the executive professionally and build positive relationships with clients and stakeholders.

Experience:

• 4+ years of experience in an administrative role reporting directly to upper management.

Skills:

• Excellent written and verbal communication skills.
• Strong time-management skills and an ability to organize and coordinate multiple concurrent projects.
• Proficiency with office productivity tools and an aptitude for learning new software and systems.
• Flexible team player, willing to adapt to changes and unafraid of challenges.
• Ability to maintain confidentiality of information related to the company and its employees.