SUMMARY/OBJECTIVE

The Executive Assistant (“EA”) provides high-level administrative support to the company executive(s) by conducting research, preparing statistical reports, handling information requests and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls and scheduling meetings for executive.

REQUIRED SKILLS/ATTRIBUTES

• Communication
• Time management
• Multitasking
• Adaptability
• Ability to anticipate needs and preferences

REQUIRED EDUCATION/EXPERIENCE

• 5 years minimum as an Executive Assistant reporting to a CEO or C-level executive
• Sound admin skills
• High school diploma required
• Associate or bachelor’s degree preferred

PRIMARY RESPONSIBILITIES/FUNCTIONS

• Type reports, memos, letters, and other documents using word relevant computer software.
• Answer phone calls and direct calls to appropriate parties or take messages.
• Record, type and distribute meeting minutes.
• File and retrieve corporate documents, records, and reports.
• Open, sort and distribute incoming correspondence, including email.
• Make travel arrangements for executives.
• To answer all incoming calls in a professional manner, treating all clients’ requests with a sense of responsibility, urgency, and respect for executive.
• Proactively ensure the Executive is organized by managing and maintaining his calendar, files, and schedule – take complete ownership of these duties.
• Manage and complete as much as possible from the Executive’s agenda, freeing him/her to focus on ‘mission critical’ activities. Likewise, tasks should be taken to fruition with as little involvement from the Executive as possible, other than keeping him/her informed when necessary.
• Maintain an uninterrupted environment for the Executive; informed in an appropriate manner of issues that need his attention, yet as undisturbed by internal/external interruptions as possible.
• Facilitate office systems pertaining to general office organization and operation that empower the workers and create efficient workflow in the office.
• Develop and constantly improve systems related to your position, to achieve a more excellent, effective, and efficient work environment – implementing and teaching improved systems to staff.
• As the ‘voice’ and ‘face’ of the company, you will exemplify a high level of professionalism at all times.
• Organize and manage the Executive’s office, electronic files, paper files etc. Including contacts and electronic files on the ‘shared drive’ environment.

• All business meetings with the Executive must be scheduled through the EA. It is therefore imperative that the EA understand the Executive’s priorities and manage his/her schedule accordingly. Some of this business-related recurring items are:
  Board meetings
  Quarterly/monthly meetings
  Client meetings
  Internal company meetings

  Committee meetings

• Answer all phone calls for the Executive. Relay that he/she is unavailable but that you are his/her assistant and may be able to help them. Exception: a case of an emergency or Client, a returned call that the Executive has initiated or a scheduled phone meeting.

• Sequence for managing non-client incoming calls is:

  Attempt to complete the call; if it’s a meeting they’re after, schedule it for him/her (even if they want a returned call, this can be scheduled into his schedule).
  Requests from clients can often be processed by the EA (documents emailed to them, etc.) as can inquiries about our services.
  Email the Executive the phone message if you are unable to assist the caller with their inquiry.

  If they insist, call the Executive and report; the person’s name, company name and what it’s regarding.

• Meet regularly with the Executive and keep him/her informed of all information the EA deems critical to the success of the company.

• Ensure travel and operational details are planned and executed properly. For example, this may include purchasing tickets, creating schedules, preparing a file folder and agenda etc.
• Whenever possible, it is up to the EA to conduct correspondence on behalf of the Executive with the same degree of professionalism and attitude that the Executive would portray.
• Attend all critical internal meetings and conference calls with the Executive and take detailed notes.
• Prepare documents and spreadsheets.
• Performs other related duties as assigned.
• Follow up with team members on regular reports/information required.
• Provide note taking, travel booking and meeting organization requests for Vice Presidents within Client Partnerships.
• Complete note taking and action items follow up for departmental weekly meetings.
• Expectation to be in the office 5 days a week.

OTHER DUTIES

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.