Executive Assistant

Description

• Manages complex office administrative work requiring the use of independent judgment and initiative.
• Plan, manage, and support special projects, training, workshops, meetings, conferences, and team activities and contribute to team effort by accomplishing related results as needed.
• Manage and approve decisions, requests, expenditure, and recommendations on behalf of Executive Office senior staff, in their absence, according to agreed guidelines and policies.
• Maintains customer confidence and protects operations by keeping highly sensitive information confidential.
• Provide administrative and logistical support for the Board of Directors, as needed.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on requests to successful completion, often with deadline pressures.
• Manage and monitor active schedule/calendar for Executive level staff, including, but not limited to, CEO and Chiefs, including independent scheduling of meetings, luncheons, teleconferences, etc.; coordinate domestic and international travel for Executive level staff including airline, hotel, and automobile reservations, visa application processing, online travel agenda, etc., and act as Executive staff’s gatekeeper, ensuring an effective schedule.
• Provides leadership to build relationships crucial to the success of the organization and manages a variety of special projects for the Executive Office, some of which may have organizational impact.
• General administrative duties may include, but not limited to, answering phones, filing, coordinating special projects, process mail, process expense reports, maintaining supply inventory, updating and distributing board member lists, maintaining board records, etc.
• Manage and coordinate onsite and offsite meetings/events for the Executive Office, including securing offsite meeting space, hotel reservations, catering, creating agendas, time keeping, taking minutes, etc.

Requirements

• Work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
• Ability to work the occasional early mornings, late evenings, and limited weekends aligned to executive and board schedules.

Benefits

Training + Development

Interview process

Visa Sponsorship

Security clearance