The Executive Administrative Assistant position will be responsible for proactively managing a wide range of executive and administrative duties and processes in support of the Management and Executive team. This position must constantly anticipate needs and skillfully set priorities to handle change in a fast-paced environment. This role is performed with minimal direct supervision and a high level of confidentiality, tact, diplomacy, and discretion to sensitive information.
- High School Diploma or equivalent plus 3 years or more in a similar administrative role
- Excellent written, verbal and presentation communication skills supported by high integrity and professionalism
- Ability to multitask and prioritize while working in an environment with changing priorities
- Intermediate to advanced skills in Microsoft Word, Excel, Outlook and Microsoft Publisher
- Prior use and knowledge of survey applications, writing executive reports, internal communications, and newsletters
- Excellent time-management skills
- Problem analysis and problem resolution at both the strategic and functional level
Responsibilities:
- Oversee all aspects of general office coordination, including ordering office supplies
- Arrange travel, including hotel rooms, flights and rental cars for all management meetings, industry trade shows and other special functions
- Take the lead in arranging off-site management meetings and conferences, including scouting for cost efficient locations and preparing agenda
- Maintain executive calendars as requested
- Work with Accounting to secure cost effective travel contracts with car, hotel and flight vendors
- Assists executives with meeting minutes, action items and follow ups
- Assist executives in preparing materials such as spreadsheets, presentations, etc.
- Maintain confidentiality in all aspects of member, staff and company information
- Interact with members, vendors and visitors
- Answer telephones and greet visitors as necessary
- Open, sort and distribute incoming correspondence
- Perform general clerical duties, such as copying, faxing, mailing and filing
- Support staff in assigned project-based work
- Assist in special events, such as office team building or fundraising activities
- Coordinate the drafting, submission and communication for company-wide memos and newsletters
