Sr. Executive Assistant

Perform a variety of advanced administrative duties of a highly responsible and confidential nature for a senior level executive(s) responsible for a major functional area or division in order to support department/division business operations. Use experience and knowledge of company and executive priorities to make decisions on daily activities, key meetings, schedule changes, etc. Ensure an efficient and productive environment for executive. Anticipate the needs of the assigned executive and proactively address and solve potential issues. Reports to band 4 or higher positions (i.e. SVP, C level or President)

Your day to day  

• Organize, prioritize and expedite flow of work through assigned executive(s) office. Initiate follow-up actions, interpret and communicate executive’s instructions to other personnel, and perform high level administrative support duties for the executive as needed.

• Act as gatekeeper for executive to determine importance of telephone calls, personal visitors, and incoming mail. Adjust schedules, meetings and activities based on the executive’s daily priorities and activities which may change frequently. Anticipate potential conflicts in priorities and solve them appropriately.

• May provide answers to immediate issues in the executive’s absence or contact the executive remotely to alert him/her of critical work situations. Provide guidance to individuals in executive’s reporting structure regarding division policies, procedures, practices, etc. in order to resolve problems or determine appropriate course of action. May assist with developing/revising departmental procedures and policies, and may make recommendations for changes to existing procedures as needed.

• Research and compile data from a variety of sources. May analyze and summarize data to provide executive with relevant information and/or recommendations for management decision-making.

• Perform special projects for the executive or functional area, which may include coordinating and organizing various activities with a variety of personnel and assuming responsibility for completion, tracking, daily decisions, and follow-up. Prepare periodic or special reports and/or presentation materials as directed, gathering and summarizing narrative and/or various data and documentation from a variety of sources; use spreadsheets, graphics, etc.; compile and format various presentation materials using various software (i.e., slides, overheads, etc.). Monitor and report on the progress/status of various highly visible or sensitive projects as needed or requested.

• Compose and type a variety of correspondence, executive briefs, etc. requiring judgment and knowledge of functional area; route or respond to correspondence and inquiries not requiring executive’s attention; respond to non-routine communications on executive’s behalf; and draft correspondence for executive’s signature.

• Maintain executive’s appointment calendar; coordinate meeting arrangements (i.e., facilities, contact applicable parties, etc.); make extensive international and domestic travel arrangements; coordinate activities to ensure smooth flow of business operation.

• Organize and maintain relatively complex administrative and departmental records; ensure the development and maintenance of filing systems; and follow up on pending matters. Complete expense reports for review and signature, which require knowledge of current international currency rates. Coordinate proper coding of invoices, may maintain tracking systems to keep executive informed of charges/discrepancies.

• Perform other support duties as assigned to facilitate the smooth operation of the assigned functional area.

What we need from you 

• High School Diploma or equivalent combination of education and work-related experience

• Typically 6-10 years Executive Assistant experience and 5+ years supporting Senior Management or equivalent work-related experience
• Demonstrated excellent PC skills including software packages (e.g. Microsoft Word, Excel, and PowerPoint, E-mail, etc.).
• Demonstrated effective oral and written communication skills for the purpose of conveying information to internal and external customers, or providing information via written reports or correspondence. Must be able to communicate professionally with senior managers and possess strong relationship management and customer service skills.
• Demonstrated thorough knowledge and understanding of the Company’s operational procedures in assigned functional area.
• Demonstrated excellent organizational and time-management skills with ability to prioritize own work.
• Demonstrated ability to maintain confidentiality of information.
• Demonstrated ability to handle multiple assignments and projects accurately and with attention to detail. Demonstrated follow-through and ability to complete multiple ongoing projects on time and within specified budget.
• Demonstrated math skills for the purpose of maintaining budgets, reconciling invoices, or checking figures for accuracy.