The Senior Executive Assistant will perform administrative duties for an individual, group, or department.  He/She may work for one or several department professionals, division heads, officers, or managers and will collaborate with other top executives and departments to prioritize business and administrative services needs. He/She is expected to conduct complex work important to the organization and should remain knowledgeable of corporate policies.
 
Responsibilities include but are not limited to: 
 
30% Logistical and Administrative Support

• Acts as a lead and mentor to other team members
• Act as Business Partner with Stakeholder and stakeholder’s team
• Manages Scheduling, contact and calendar maintenance (Outlook) with attention to streamlining the executives’ days and ensuring they have the information and documents they need in advance of the meetings in which they need them
• Prepares and brief executives and teams on materials required for their daily schedule
  • Attends meetings
  • Takes Minutes
    • Communication of Same
    • Follows up on Action Items
• Prepares reports and correspondence. Create and edit documents, spreadsheets and presentations
• Creates documents including PowerPoint presentations both formatting and adding content
• Coordinates meetings
• Communicates frequently with stakeholders on open items owed to and by internal and external constituencies

50% Lead Project Execution

• Plans retreats, off-sites, meetings, and other department-related projects and events
• Manages and track budgets for all events in the Division
• Negotiates and secures contracts
• Attends key meetings, capturing follow-up tasks, and keeping tasks current
• Prepares materials required for stakeholder’s daily schedule
• Communicates frequently on open items owed to and by internal and external constituents
• Supports planning process

20% Travel & Expense Management

• Expense report preparation (Oracle)
• Invoice and purchase order management (NetSuite)
• Budget Management
• Travel planning and coordination

Education, Experience, & Skills Required:

• Associates Degree preferred or commensurate experience in an Administrative role required
• 7+  years of Executive Assistant experience
• Analysis and use of initiative and independent judgment and may make contacts of a sensitive, complex, and confidential nature
• Assist and coach less experienced peers
• Conduct highly complex work critical to the organization and works with minimal supervision with extensive latitude for independent judgment
• Conduct complex work important to the organization and should remain knowledgeable of corporate policy
• Strong written and verbal communications skills
• Strong project management skills preferred
• Ability to work well in a team environment across geographies
• Proficient in Microsoft Outlook, Word, Excel, PowerPoint, Outlook, Visio and the Internet
• Proven ability to independently manage many changing tasks simultaneously
• Excellent organizational skills

Behaviors and Abilities Required:

• Demonstrate a high degree of customer service and relationship building abilities
• Incumbents are considered highly-skilled and proficient in discipline
• Ability to prioritize and to multi-task in a fast paced environment, manage several projects simultaneously, meet deadlines, and communicate potential conflicts to manager
• Ability to work independently as well as part of an extended, cross-functional  team
• Ability to be an effective team member and display initiative and flexibility in team goal orientation in an ever changing environment
• Ability to be flexible and change with environment, industry, and business demands
• Ability to act as a model athenista (emotionally intelligent, dedicated, passionate, intellectually curious, fun, etc.)
• Ability to make decisions and execute on same