Assistant, Executive Administrative

Position Summary

The Executive Administrative Assistant provides high level administrative and project management support to the Senior Vice President of Strategic Enterprise and Ecosystem Development. The executive administrative assistant must be able to work professionally, confidentially and independently while carrying out numerous assignments as a liaison with internal customers and departments as well as outside community partners and stakeholders. The EAA is entrusted to use discretion and independent judgement with respect to organizational work on behalf of and consistent with the authority delegated by their executive. The EAA must be organized, professional, respectful and eager to learn in a fast-paced environment with a variety of deliverables and responsibilities.

Essential Job Duties and Functions

• Work directly with the executive to support all aspects of their daily work routine, including managing and prioritizing emails, meetings, responsibilities and calendar appointments.
• Create strong rapport and relationships with internal teams; attend team meetings when necessary.
• Work with direct reports of the executive to ensure deliverables are on track and met in a timely manner.
• Coordinate higher-level projects and enhancements within the departments they support including the management of specific projects for the executive.
• Work closely with the team of Executive Assistants to coordinate schedules, projects, and long-term goals across the organization.
• Coordinate and prepare detailed travel plans, accommodations, reservations, and itineraries as well as manage travel expenses upon return.
• Prepare communications, including official correspondence, reports and PowerPoint presentations for executive, other executives and the organization as needed.
• Prepare detailed meeting agendas and support materials on behalf of the executive.
• Prepare, reconcile, and submit credit card expenses, expense reports and Accounts Payable invoices.
• Act as the executive's representative in dealing with outside community partners and other third parties that interact with the organization.
• Review, prioritize and prepare incoming and outgoing correspondence, along with other mail and communications, on behalf of executive and other executives as needed.
• Demonstrate the ability to use discretion and practice independent judgement for duties, tasks, and responsibilities as delegated by the executive.
• Be professional and courteous at all times; greet visitors and guests in a professional, friendly, and hospitable manner.
• Ensure all phone calls and emails are answered and/or redirected accordingly in a timely manner.
• Support meeting organization, including scheduling, sending reminders for internal and external entities, and organizing catering when necessary.
• Prepare meeting agendas, minutes and follow up materials.
• Organize and manage the contracting and administrative processes in support of the executive.
• Handle initial outreaches from internal office staff, helping to answer questions, provide guidance and delegate tasks accordingly.
• Have strong organizational skills to help ensure highest level priorities are tracked, accounted for appropriately, and completed.
• Ensure appropriate personal appointments and events are accounted for while managing the business calendar to avoid scheduling conflict.
• Monitor time off requests and ensure proper coverage is arranged when needed.
• Ability to maintain confidentiality and handling of sensitive information, ensuring information is only shared on a need-to-know basis at the discretion of the executive.
• Assist in community-focused events as necessary.
• Ensure front desk coverage for Receptionist break/lunches with administrative assistant rotating support with expectation to cover at least one time per week.
• Responsible for overseeing, supporting and managing one direct report.
• Other additional and/or alternative duties as assigned from time to time, including supporting other departments or Executives as needed.