Executive Assistant I

About This Role

This Executive Assistant role supports a Region or Business Line Executive, Operations Leader, or VP and above, requiring discretion and the handling of highly confidential information. The role involves managing diaries, facilitating communication, and prioritizing administrative activities to ensure a proper balance between commitments.

Responsibilities

• Maintain diaries within the Executive’s preferences, applying understanding of the executive’s priorities, leniencies, and limits
• 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 databases
• 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 of the executive
• Practice collaboration with all levels within the company and 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
• Participate in the coordination of administrative functions for one or more executives
• Serve as a representative of the organization or in lieu of the executive
• May attend meetings, take meeting minutes, and follow-up on outstanding items
• Rely on experience and judgment to plan and accomplish goals with discretion
• Work under limited supervision
• Use Word, Excel, PowerPoint, Outlook, and other programs to accomplish work

Requirements

• Bachelor’s degree or 5 years’ experience in the same industry
• Strong experience working with MS 365, particularly Word, Excel, Outlook, and PowerPoint
• Highly motivated with ability to function well in a fast-paced environment
• Excellent interpersonal, organizational, and communication skills
• Strong attention to detail with an ability to deliver accurate documentation and task completion