Executive Assistant

• Proactively managing/coordinating daily schedule/calendar, contacts, travel arrangements, meetings (internal and external), conferences, and seminars
• Arranges and schedule numerous meetings
• maintain and update calendar
• determine importance of meeting requests and schedule accordingly, demonstrate flexibility, serve as first-line of defense with the high volume of communications of phone and email
• Arrange travel and all accommodations including comprehensive and detailed itineraries
• Process reimbursement and expense reports in accordance with established policy guidelines
• track expenses and follow-up in timely manner
• Provide a bridge for smooth communication
• demonstrate leadership to maintain credibility, trust and support with senior management staff
• Responsible for excellence in complex meeting/event preparation (AV, room scheduling, telepresence events, etc.), set-up, and follow-up including preparing presentations/agendas/materials, documenting notes, and coordinating follow-up items to completion, arranging for food/drink
• Coordinate on-boarding and off-boarding of employees and consultants, including hardware installation request/repair, space planning, etc
• Manage general office and administrative tasks, including ordering of miscellaneous supplies, renewing memberships and subscriptions, managing distribution lists, photocopying, faxing, deliveries, etc
• Manage department files, including electronic document systems, intranet web sites, wikis, and web-based project management tools
• Edit presentations, agendas, spreadsheets, communications, databases, and reports
• Prioritize and track deliverables, manage project timelines, deadlines and requests
• Participate in meetings, take notes and disseminate information to relevant stakeholders, including weekly email updates
• Responsible for drafting and editing correspondence
• Manage special projects as designated and assist other department members as necessary
• Perform other duties as assigned and assist with special projects as needed

• 5+ years administrative supporting senior leadership
• Strong interpersonal skills, including professional communication and in-person presence
• Ability to work with and maintain confidential information
• Proficient with Microsoft Office programs including Word, Teams, SharePoint, PowerPoint and Excel
• Advanced knowledge of Outlook and travel planning software
• Previous experience planning and monitoring work and travel schedules using related technology and tools
• Ability to work independently
• Ability to understand priorities and adjust meetings and content appropriately
• Experience taking detailed notes and extracting action items
• Bachelor’s degree or equivalent (HS Diploma and 4 years of experience) required

Experience supporting senior executives in a fast-paced, dynamic environment

• Affordable medical plan options, a 401(k) plan (including matching company contributions), and an employee stock purchase plan
• No-cost programs for all colleagues including wellness screenings, tobacco cessation and weight management programs, confidential counseling and financial coaching
• Benefit solutions that address the different needs and preferences of our colleagues including paid time off, flexible work schedules, family leave, dependent care resources, colleague assistance programs, tuition assistance, retiree medical access and many other benefits depending on eligibility