Executive Assistant

at  XL Construction

POSITION SUMMARY

As senior level support, the Executive Assistant is the primary point of contact and trusted partner to the executive and their office. To be successful, you must provide a focused level of attention to the executive, naturally build and maintain strong relationships within the Company and with its business partners, be flexible and easily assess and align priorities. You will have capable problem-solving abilities and effective communication skills that employ both discretion and diplomacy intuitively.

QUALIFICATIONS:

• Bachelor’s degree preferred
• 4+ years’ experience providing executive level administrative support
• Technology Savvy – experience working with various technological components (PCs, smart phones, tablets) and their work-related applications. Video conferencing and other remote work tools. Ability to provide basic trouble shooting support.
• Proficiency with MS Office Suite – Outlook, Word, Excel and PowerPoint
• Demonstrated customer focus and ability to work with staff at all levels
• Proven ability to build effective partnerships
• Positive attitude, self-starter, collaborative
• Creative problem-solver, detail-oriented
• Strong verbal/written communication skills
• Ability to adapt and change in a fast paced, dynamic environment
• Able to multi-task and self-prioritize required
• Reliable and punctual

• Trusted Partner – As a partner to the executive, and representative of their office, you embody XLI’s purpose and core values. You’ll meet regularly with the executive to structure priorities. Apply emotional intelligence skills and interpersonal communications in order to anticipate and support the needs of the executive. Maintain strict confidentiality and discretion when handling day-to-day matters including prioritizing and juggling meetings, creating space for meetings and work time, filtering distractions, while forging trusted relationships on behalf of the executive with internal and external constituents.
• Reliable “Go To” Resource - Initiates and responds to informational requests including policies, procedures and regulations, report preparation, and correct source for answers.
• Outlook Calendar Management – Proactively plan and manage calendar. Requires ability to anticipate, plan ahead, and use judgement to prioritize requests. Communicates with executive/s in advance to keep apprised of what’s ahead, maintains alignment with executive/s on priorities, and carves out dedicated time for planning/strategy/reflection. Collaborates and communicates (verbally and electronically) with other admins to make priority meetings possible.
• Correspondence Creation & Coordination - Creates, types, and edits correspondence, prepares documents, compiles material for presentations, prepares presentations and communication packages. Complete necessary meeting materials in time for scheduled meeting. In this capacity, regularly engages in variety of contacts inside and outside organization, interacting with high level management.
• Event Planning – Thoughtful coordination and preparation of departmental/team events, including calendaring, communication and follow through, contract negotiation, document preparation, catering, setup and clean-up of space. Provide support, as requested by the Corporate Events Manager, for large scale company wide events.
• Travel Planning – Thoughtful planning and scheduling, calendaring, communication and follow through regarding travel arrangements, updates and changes. Ability to plan travel in way that supports the executive in achieving the purpose of the trip and allowing time for other decision making/misc. work requirements.
• Expense Reporting – Coding and tracking required to submit monthly expense reports.
• Budget Planning –Reconciliation and forecasting for executive office budgets.
• Mentorship – Willingness and ability to invite others in for support, delegating responsibilities based on capability and appropriateness of task/responsibility. Inspires learning and growth, providing mentorship and opportunities for others on the admin team in support of others and readying them for future career growth opportunities.
• Special Projects – Willing and able to execute and/or project manage various assignment as needed. Examples could include provide research and administrative support to special projects, preparing data, reports, analysis and follow-up on projects in a timely manner; take dictation and/or transcribe from handwritten material or other source; attend meetings and capture notes and key action items and sharing back with meeting attendees; type, format, and proofread a variety of materials including correspondence, memos, reports, charts, statistics, minutes of meetings, etc.
• Document Management & Process Control – Organizing and filing, manually and electronically as applicable. Make recommendations for process improvements when needed.