Personal Assistant

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Job description

Description: Job Title: Executive Assistant

Department: Operating Board

Reports to: Chief Executive Officer

FLSA Status: Non-exempt

Travel: As needed

Job Summary

The Executive Assistant provides high profile professional administrative support to the executive leadership team by possessing proactive, excellent organization and time management skills. Exercises excellent oral and written communication skills as point of contact/liaison for the executive office, utilizing effective business judgment and anticipating/resolving problems proactively. Demonstrates forward thinking under pressure and high level of attention to detail. Exhibits positive attitude, team player. Maintains strong ethical standards and highest level of confidentiality and professionalism. Demonstrates original thinking and creativity; meets challenges; develops innovative approaches and ideas and presents them in a clear and effective manner.

Essential Duties and Responsibilities other duties may be assigned

Manage executive calendars and contacts as needed, keeping the current and accurate, balancing meeting times with scheduled work time; remain available for critical work-related concerns during non-working time

Receives and routes incoming calls as needed, arranges callbacks, and provides back-up materials for callbacks.

Receive and greet visitors in a professional manner directing them to the proper individual and assisting them with their needs.

Make travel arrangements (domestic and international) with attention to logistics and prepare subsequent expense reports to accounting

Manage travel vendor and monthly travel and provide monthly travel and expense reporting

Event Planning: Coordinates and manages meetings and events, anticipates project needs and budgets. Manages the administration and logistics of meetings both on-site and off-site.

Project Management: Assists with projects and assumes project-management responsibility where appropriate. Maintains follow up with executive leadership team members to ensure that action items are complete.

Relationship Management: Establishes and maintains relationships with executive leadership team, managers and their team members to foster positive interactions. Ensures team members are aware of team member movement, news, special occasions, recognition, and general announcements.

Create, consolidate and standardize PowerPoint presentations for Operating Board and Board of Director meetings, presentations/communications

Produces, edits, and distributes letters, memoranda, reports, presentations, and graphics using a variety of software products and ensures the relevancy, accuracy, and professionalism of all written materials.

Manages all information as sensitive and critical to the customer, employee and shareholder

Attends meetings as required and handles appropriate follow up

Reviews correspondence, prepares invoices, routine forms, etc. and routes documents for approval

Develops and maintains appropriate filing systems and documentation logs

Maintains office supplies and equipment and coordinates general office maintenance as needed

Requirements: Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Minimum Requirements

Strong fit with the members of the management team and the ability to work with all levels of employees within the organization.

Experience in effective and efficient multitasking, setting and shifting priorities, and adapting to change.

Outstanding character and personal values that are aligned with the company's culture.

Ability to multi-task and manage an office routine with consistency; excellent organizational skills; can handle multiple and changing projects/tasks in a fast-paced environment with high attention to detail

Due to domestic and international travel of executives, flexible work hours are required

Ability to work with minimal direction - must be willing to take the initiative to solve problems and create efficiencies; knows when to ask questions and when to resolve on one's own

Outstanding written and verbal communication skills with all levels of team members within the organization and professional phone skills

Demonstrated experience with office management.

Proficient in Outlook/Expense Systems/Webex/Excel/Word/Outlook/PowerPoint.

Exceptional Customer Service Skills.

Ability to handle projects and communications of a highly sensitive and confidential nature, where discretion and diplomacy are critical.

Ability to get along with wide range of people at all levels a team player

Education Requirements/Work Experience

Minimum of 5-7 years of senior leadership support / executive assistant experience.

High school diploma required; Associate degree in business from an accredited college or university or equivalent experience preferred. HR certification a plus.

Computer Skills

To perform this job successfully, an individual should be proficient with Microsoft Office MS Word, Excel, Outlook, Teams and PowerPoint.

Competencies

To perform the job successfully, an individual should demonstrate the following competencies:

Integrity: Behaves in an honest, fair, and ethical manner. Speaks openly and truthfully with team members and accepts responsibility for actions. Understands the importance of maintaining confidentiality and fosters an environment where integrity, honesty and accountability flourish. Promotes transparent and accountable actions and acts decisively against dishonest conduct. Demonstrates the ability to gain confidence of their employees and customers by respecting the confidentiality and privacy of their concerns and needs and encourages collaboration, trust, foresight and listening between team members. Considerate of others' points of view and treats others with courtesy and professionalism.

Teamwork: Capable of being approached and easy to work with. Contributes to the success of the team, communicates clearly individually and in group settings while treating others with respect. Listens to others and works well within diverse groups. Consistently places team needs over individual needs and seeks input from people with different experiences and perspectives and recognizes the differences of opportunities to learn and gain by working together. Values and encourages unique skills and talents.

Accountability: Takes personal responsibility for the quality and timeliness of work and achieves results with little to

minimal supervision. Consistently meets all deadlines and follows through on completing tasks while holding self and other accountable for actions and/or appointed responsibilities and manages one's own performance to proactively ensure team accountability.

Problem Resolution: Demonstrates the ability to effectively problem solve and set priorities while delivering results in a timely manner and effectively obtains results through planning and delegation. Analyzes problems skillfully and uses data to reach solutions while demonstrating the ability to appropriately take calculated risks or escalates decisions to consult with others when appropriate.

Communication: Creates an environment of open communication amongst team members while providing regular, consistent, and meaningful information. Actively listens carefully to others and ensures messages are understood. Demonstrates the ability to communicate information clearly, concisely, and thoroughly in a timely manner. Has the ability to tailor communication styles to the subject matter and to the needs of the recipient. Is credible and confident through communication and presentations and persuasively presents thoughts and ideas to the audience.

Job Knowledge: Demonstrates relevant job knowledge and essential skills, such as work practices, policies, procedures, quality assurance, and technical abilities. Demonstrates self-improvement efforts to enhance skills and knowledge with changes impacting the job while adhering to workplace rules as well as to traditional or socially expected methods of doing business following processes and procedures.

Continuous Improvement: Consistently finds ways to improve methods, processes and/or procedures to improve quality of work and to maximize efficiency. Quickly identifies process inefficiencies and takes independent action to make improvements. Willing supports new ideas while energizing others within the workforce to embrace changes that enhance efficiency. Understands and applies formal methods to analyze and eliminate non-value-added work and support process environments. Willingly seeks opportunities and shares different approaches to address problems while generating practical ideas and workable solutions to solve problems or address issues. Identifies and accepts failures as learning opportunities.

Initiative: Ability to assess and initiate things independently with limited supervision required. Has the ability to manage resources to achieve results, while possessing the ability to manage multiple activities to accomplish goals. Actively seeks and does more than required or requested in the job and plans ahead for upcoming problems or opportunities and takes appropriate action when required.
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