Executive Assistant I

• Maintain diaries within the Executive’s preferences, applying understanding of the executive’s priorities, leniencies, and limits – helping him/her create a proper balance between commitments 

• Facilitate and manage the Executive’s accessibility and open lines of communication with internal and external networks 

• Provide structure and proper prioritization of day-to-day administrative activities including key events, travel, and action items 

• Create and maintain reports, spreadsheets, distribution lists, email groups, and other necessary documents and database in response to and in anticipation of executive's needs 

• Prepare and coordinate presentations 

• Drive and assist the staging of virtual and in-person events  

• Arrange domestic and international travel  

• Manage correspondence for and on behalf the executive 

• Practice collaboration with all levels within the company, develop effective networks with peers as well as external professional groups 

Prepare and submit Executive’s expense reports aligned with service level agreements 

• Conduct research 

• Prepare and process departmental expenses and invoices for payment 

• Process purchase requests, purchase orders, invoice coding, vendor setup, and conduct accounts payable coordination 

• Practice confidentiality and maintain high standards of business ethics, ensuring strict compliance with company policies 

• Collaborate closely with peers to understand and enhance the value of the EA role 

• Perform other related projects and duties as assigned 

• Participates in the coordination of administrative functions for one or more executives.  

• Serves as a representative of the organization or in lieu of the executive.  

• May attend meetings, take meeting minutes, and follow-up on outstanding items.  

• Relies on experience and judgment to plan and accomplish goals with discretion. 

• Works under limited supervision. Regular use of creativity and latitude is required.  

• Works with highly confidential information. Uses Word, Excel, PowerPoint, Outlook, and other programs to accomplish work.  

• Executive Assistant is available only to employees who support a Region or BL Executive, Operations Leader, or VP and above.