Senior Executive Assistant

Description
Summary of This Role
Serves as an assistant to one or more of the executive officers of the organization or company, such as the President, Chief Executive Officer (CEO), Chief Financial Officer (CFO), Chief Information Officer (CIO) or executive vice presidents (C-Suite). Requires discretion, confidentiality, a good understanding of technical and business vocabulary, and a detailed knowledge of the organization's operations, procedures, and people. Collects and prepares information for use in discussions/meetings of executive staff and outside individuals. Works on problems of diverse scope where analysis of data requires evaluation of identifiable factors. Exercises judgment within generally defined practices and policies in selecting methods and techniques for obtaining solutions. Due to the level of the executive supported, the Senior Executive Assistant must recognize and discern what information may be disclosed to individuals within and outside the organization in order to protect confidences, confidential and proprietary information, and as the information may relate to a publicly-traded company.
What Part Will You Play?

• Partners with executive in identifying key opportunity areas while also working to reduce their daily workload. Provides proactivity and tactical expertise in an organized manner.
• Exercises discretion and confidentiality with sensitive company information
• Works independently providing support to senior executive performing a broad range of administrative functions, to include highly sensitive/confidential matters.
• Acts as a key resource and liaison to other functional areas of the business, building cross-functional relationships as needed
• Demonstrates a high level of professionalism and discretion in the development of communications, memos, and agreements made on behalf of the executive.
• Researches and prioritizes issues and concerns addressed to the executive. Determines a recommended and appropriate course of action, referral, or response using independent and incisive judgment. Provides information to callers which requires extensive knowledge of company policies, practices, and operations. Accountable for the executive's meeting commitments and deadlines. Acts as a Subject Matter Expert (SME) for department staff, regarding corporate policies, procedures and other functional requirements.
• Drafts, edits, and proofs various types of documents, including correspondence, meeting minutes, and presentation material. Manages complex editorial changes to documents from multiple parties.
• Coordinates, as needed, with other staff for routing and signatures.
• Serves as a "gatekeeper" by screening emails, phone calls, and visitors; applying independent judgment to determine the most appropriate allocation of executive's time for scheduled/unscheduled events, meetings, and requests.
• Acts as liaison with the senior management team. Interfaces with all levels of employees and external associates.
• Facilitates internal communication (e.g. distribute information and schedule presentations)
• Determines methods and procedures for new assignments. Provides more efficient ways to manage the office functions and troubleshoot malfunctions.
• Review and recommend changes to policies/guidelines, processes. Performs research and handling of special projects.
• Based on knowledge, may meet with visitors, in place of executive, to discuss, review, or evaluate latest project matters.
• Manages, plans, organizes, and verifies executive's calendar while maintaining contact information. Accepts event/meeting invites, on behalf of the executive, as scheduled time permits. May represent executive in meetings unable to attend.
• Answers, screens, responds to or routes incoming phone calls; opens and prioritizes mail. Reads, reviews, and responds to emails on behalf of the executive.
• Organizes meetings/events, both on and off-site, which may include extensive arrangements, depending on the nature of the meeting and the location of the attendees.
• Directs and occasionally partners with catering/vendors to order refreshments, as needed. Collaborates with travel department to coordinate travel arrangements, itineraries, and agendas, according to executive's preference; keeping within budget.
• Prepares expense reports for executive; gathers required documents; researches missing documents or billing discrepancies; submits for processing in a timely manner.
• Complies with corporate travel policies and expense reporting practices. Monitors business expenses/budget for the department; prepares and produces reports for executive review and approval. May provide budget recommendations. May assist or perform invoice analysis as needed. Procures office supplies and monitors and may manage budget for functional area.
• May assist or mentor other EAs in the organization
• All other duties as assigned

What Are We Looking For in This Role?
Minimum Qualifications

• Bachelor's Degree
• Typically Minimum 8+ Years Relevant Exp

Preferred Qualifications

• Administrative support of upper management or executives
• International Association of Administrative Professionals (IAAP) Certification

What Are Our Desired Skills and Capabilities?

• Skills / Knowledge - Having broad expertise or unique knowledge, uses skills to contribute to development of company objectives and principles and to achieve goals in creative and effective ways. Barriers to entry such as technical committee review may exist at this level.
• Job Complexity - Works on significant and unique issues where analysis of situations or data requires an evaluation of intangibles. Exercises independent judgment in methods, techniques and evaluation criteria for obtaining results. Creates formal networks involving coordination among groups.
• Supervision - Acts independently to determine methods and procedures on new or special assignments. May supervise the activities of others.
• Google Suite - Creation of spreadsheets, PowerPoint presentations, etc.