Executive Assistant

Executive Assistant

Requirements

• Minimum of 5 years of office administration experience, including support of C-Suite executives or VPs required.
• Proficiency in MS Suite (MS Outlook, Word, Excel, and PowerPoint) required. MS Project experience a plus.
• Ability to independently identify problems, collect data, establish facts, prioritize, and draw valid conclusions to accomplish goals.
• Strong organizational skills, including the ability to multitask in a fast-paced environment while remaining composed.
• Ability to be proactive and anticipate the needs of department leaders.
• Excellent interpersonal/communication, both written and verbal, and problem-solving skills.
• Innovative and creative mindset with a passion for learning new things.
• Ability to effectively present information and respond to questions from managers, customers, and the general public.
• Ability to work effectively in a team environment.
• Ability to manage details and provide appropriate follow-up to ensure full internal and external department satisfaction.
• Recognize and maintain confidential information.
• Ability to take meeting notes clearly and concisely and organize the notes for after-meeting action items with timelines.

Responsibilities

• Provide administrative support to three executives, ensuring their schedules and daily activities run smoothly.
• Collaborate with executives to understand their communication needs and objectives.
• Use expertise in PowerPoint to create templates for Town Halls and other meetings and drive others to contribute their content.
• Facilitate and run meetings, ensuring they are productive and efficient.
• Manage the logistics of communication, including scheduling, coordinating with stakeholders, and ensuring timely dissemination of information.
• Translate complex meeting discussions into clear and concise communications for a broader audience.
• Develop strategic communication plans to ensure alignment with organizational goals.
• Coordinate all travel logistics, including air travel, hotel reservations, ground transportation, etc.
• Screen and handle telephone communications and greeting customers and visitors to our office and Discovery Center.
• Organize special events, including scheduling and coordinating dates, venues, attendance, agendas, and facilities.
• Maintain and execute expense reports.
• Handle contract paperwork and processing (MSAs, SOWs, Invoices) as well as proposals.
• Coordinate, supervise, and complete special projects.
• Serve as a liaison between the executive and other departments as directed.
• Gather, enter, and/or update data in records and databases.
• Establish and maintain the files and records of the executive.
• Supervise and execute VIP ticketing for clients, partners, and associates as directed.

Preferred Qualifications

• Associate’s/bachelor’s degree or equivalent experience preferred.