Executive Assistant Overview

This position supports a team of two to three senior leaders by providing high-level administrative assistance that enhances department function and efficiency. The role calls for a strong understanding of organizational workflows and a proactive, collaborative approach to anticipating needs. This Assistant must handle sensitive information with discretion, manage competing demands with composure, and independently tackle tasks with a positive outlook.

Key Responsibilities:

• Execute administrative tasks to bolster executive effectiveness.
• Support executive leadership teams and cover for other assistants as needed.
• Prepare reports, presentations, and written communications in advance.
• Organize meeting agendas, background materials, and detailed notes.
• Track and manage department budgets and expenses.
• Liaise with Legal and Procurement to facilitate vendor onboarding and NDA processes.
• Oversee cost center budgeting, including forecasting and tracking actuals.
• Screen calls and visitors, serving as a main contact for executive leaders.
• Maintain electronic and physical records and secure files.
• Assist with onboarding new team members by handling initial administrative tasks.
• Coordinate travel, manage expense reporting, and handle scheduling.
• Plan and organize on-site and off-site meetings, including team conferences.
• Maintain office systems, order supplies, and support overall team communication.
• Lead special projects as assigned and foster positive team engagement.

Skills and Qualifications:

• High school diploma or GED; advanced administrative experience preferred.
• Valid driver’s license for handling occasional offsite responsibilities.
• Strong adaptability, communication, and customer service skills.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, and Outlook).
• Commitment to upholding company values like respect, accountability, and excellence.

Preferred Qualifications:

• Associate’s or Bachelor’s degree.
• Certified Professional Secretary (CPS) or Certified Administrative Professional (CAP) designation.

This position is ideal for a self-driven, adaptable professional seeking an opportunity to grow within a supportive environment.