Position Summary:The Executive Assistant provides support to the Office of the CEO and is responsible for assisting with the CEO’s administrative needs to ensure his time is effectively allocated and that he has the information and materials needed to advance priorities. This EA reports to the CEO’s Manager of Executive Administration and will provide EA support to the Chief of Staff to the CEO as well.
Essential Functions (Duties and Responsibilities):
50% Calendar Management/Support

• Co-own the internal calendar and take action on stakeholders’ behalf (initiate, accept, decline, reschedule).
• Gain and maintain a comprehensive understanding of your stakeholders’ priorities and co-manage their calendar with these priorities in mind.
• Maximize the use of your stakeholders’ time and work.
• Schedule requested meetings by the stakeholder (1:1’s, skip levels, leadership meetings, etc.) and work with others to sync leadership calendars.
• Produce quarterly CEO Time Tracking report.
• Prioritize and shift schedules where necessary
  • Create and track meeting Cadence for stakeholders' regular meetings
  • 1:1's
  • Skip Levels
  • Leadership Meetings
  • PRSM/Readiness
  • Any other recurring meetings

20% Travel Arrangements

• Co-manage travel for stakeholders, including but not limited to multi-leg and/or complex international travel which may require completing applications and processing travel visas.

15% Expense Management

• Process executives’ expenses (timely)
• Submit for approval

5% Meeting Support:

• Logistics (room, technology set up/support, catering, beverages, water on table, etc.)
• Agenda - solicit agenda items from attendees

5% Purchase Order/Invoice Management

• Submit and process all PO's and Invoices for Department

5% Ad Hoc Projects/Events as requested or needed, including but not limited to:

• Maintain CEO “Cities” List
• Maintain CEO Speaking Engagements tracker

Education & Experience Required:

• Bachelor’s Degree and/or 3-5 years previous experience;
• Experience supporting multiple stakeholders

Knowledge & Skills:

• Proficiency in MS Office (Outlook, Word, Excel, Powerpoint)
• Proficiency in Web Conferencing Applications (Webex, GoTo Meeting, etc.)
• Proficiency with Slack other IM application
• Proficiency in booking travel through a travel portal via a travel agency. Experience in Concur for Travel preferred.
• Proficiency in Expense Management Systems. Oracle for procurement/expenses preferred

Position Summary:The Executive Assistant provides support to the Office of the CEO and is responsible for assisting with the CEO’s administrative needs to ensure his time is effectively allocated and that he has the information and materials needed to advance priorities. This EA reports to the CEO’s Manager of Executive Administration and will provide EA support to the Chief of Staff to the CEO as well.
Essential Functions (Duties and Responsibilities):
50% Calendar Management/Support

• Co-own the internal calendar and take action on stakeholders’ behalf (initiate, accept, decline, reschedule).
• Gain and maintain a comprehensive understanding of your stakeholders’ priorities and co-manage their calendar with these priorities in mind.
• Maximize the use of your stakeholders’ time and work.
• Schedule requested meetings by the stakeholder (1:1’s, skip levels, leadership meetings, etc.) and work with others to sync leadership calendars.
• Produce quarterly CEO Time Tracking report.
• Prioritize and shift schedules where necessary
  • Create and track meeting Cadence for stakeholders' regular meetings
  • 1:1's
  • Skip Levels
  • Leadership Meetings
  • PRSM/Readiness
  • Any other recurring meetings

20% Travel Arrangements

• Co-manage travel for stakeholders, including but not limited to multi-leg and/or complex international travel which may require completing applications and processing travel visas.

15% Expense Management

• Process executives’ expenses (timely)
• Submit for approval

5% Meeting Support:

• Logistics (room, technology set up/support, catering, beverages, water on table, etc.)
• Agenda - solicit agenda items from attendees

5% Purchase Order/Invoice Management

• Submit and process all PO's and Invoices for Department

5% Ad Hoc Projects/Events as requested or needed, including but not limited to:

• Maintain CEO “Cities” List
• Maintain CEO Speaking Engagements tracker

Education & Experience Required:

• Bachelor’s Degree and/or 3-5 years previous experience;
• Experience supporting multiple stakeholders

Knowledge & Skills:

• Proficiency in MS Office (Outlook, Word, Excel, Powerpoint)
• Proficiency in Web Conferencing Applications (Webex, GoTo Meeting, etc.)
• Proficiency with Slack other IM application
• Proficiency in booking travel through a travel portal via a travel agency. Experience in Concur for Travel preferred.
• Proficiency in Expense Management Systems. Oracle for procurement/expenses preferred