Executive Assistant

Position Profile:

This is an exciting opportunity to provide executive administrative support to the VP of Specialty, Platform and Digital Solutions. The ideal candidate will be a motivated, self-starter with exemplary planning and time management skills as well as the ability to work with limited direction and supervision. The selected candidate will be instrumental in management of a complex calendar, tracking key deliverables and leading the coordination of travel and expenses. This candidate must have superior written and verbal communication skills and an ability to interact with professionals at all levels of the organization while maintaining confidentiality and exercising discretion. They must be highly proficient with Microsoft Office programs including Outlook, Word, Excel, and have advanced knowledge of PowerPoint. The ideal candidate will have the ability to be flexible with their schedule, accommodating additional overtime hours as necessary to meet business demands.

Primary Job Responsibilities:

• Proactively managing/coordinating daily schedule/calendar, contacts, travel arrangements, meetings (internal and external), conferences, and seminars 

• Arrange and schedule numerous meetings; maintain and update calendar; determine importance of meeting requests and schedule accordingly, demonstrate flexibility and manages the high volume of communications of phone and email 

• Arrange travel and all accommodations including comprehensive and detailed itineraries • Process reimbursement and expense reports in accordance with established policy guidelines; track expenses and follow-up in timely manner

• Provide a bridge for smooth communication; demonstrate leadership to maintain credibility, trust, and support with senior leaders

• Responsible for executing complex meeting/event preparation, including (AV, room scheduling, telepresence events, etc.), set-up, and follow-up including preparing presentations/agendas/materials, documenting notes, and coordinating follow-up items to completion, arranging for food/drink 

• Coordinate on-boarding and off-boarding of executive-level leaders, including hardware installation request/repair, space planning, etc

• Manage general office and administrative tasks, including ordering of miscellaneous supplies, renewing memberships and subscriptions, managing distribution lists, photocopying, faxing, deliveries, etc.

• Manage department files, including electronic document systems, intranet web sites, wikis, and web-based project management tools

• Create and edit presentations, agendas, spreadsheets, communications, databases, and reports 

• Prioritize and track deliverables, manage project timelines, deadlines, and requests

• Participate in meetings, take notes, and disseminate information to relevant stakeholders, including weekly email updates. Responsible for drafting and editing correspondence 

• Manage special projects as designated and assist other department members as necessary

• Perform other duties as assigned and assist with special projects as needed

• Ability to travel, as needed, up to 10% of the time to be onsite and available to leaders

Required Qualifications:

• 5+ years administrative experience supporting senior leadership

Preferred Qualifications:

• Experience with Microsoft Office tools such as Word, Excel, Outlook, and PowerPoint

• Previous experience maintaining executive's phone, calendar, work, and travel schedules using Microsoft Outlook

• Experience with Concur Travel & Expenses tool
  Strong interpersonal skills, including a professional phone manner and in-person presence

• Ability to work with and maintain confidential information.

• Experience taking detailed notes and extracting action items.

• Ability to understand priorities and adjust meetings and content appropriately 

• Ability to work independently

Education:

• Bachelor's degree or equivalent experience