The Executive Assistant is a shared resource for four executives: EVP Chief Financial Officer, SVP Chief Innovation & Technology Officer, SVP Financial Planning & Analysis, and SVP Analytics. This position will be responsible for answering questions in-person and by phone, directing calls in a prompt, decisive and courteous manner, exhibiting solid business acumen, using good judgment, and providing excellent customer service to both internal and external clients. In addition, this position is expected to have the writing skills & wherewithal to think creatively about strategic communications (internal, executive level and media-wise). This position will also provide significant administrative support to include communication, calendar and schedule maintenance, relationship building, record/database keeping, data entry and updates, arranging travel, planning team meetings/gatherings and more. Ability to work independently, keep the overall department organized and on track, remain focused and attentive.
What you will do: (Responsibilities)
- Provide sophisticated calendar management for executives. Prioritize inquiries and requests while troubleshooting conflicts; make aligned judgments and recommendations to ensure smooth day-to-day engagements
- Complete a broad variety of administrative tasks that facilitate the executives’ ability to effectively lead their departments, including assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with internal and external parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense and mileage reports
- Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the executives, including those of a highly confidential or critical nature. Prioritize and determine the appropriate course of action, referral, or response, exercising judgment to reflect the executive’s style and organization
- Work closely with the executives to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Act as a "barometer," having a sense of the issues taking place in the organization and keeping the leader updated. Anticipate leader's needs in advance of meetings, conferences, etc.
- Coordinate and assist with all staff meetings, department outings, retreats and events as needed
- Invest in building long-lasting relationships both externally and internally while following up on contacts made by the executives to cultivate ongoing relationships
- Read relevant articles, blogs, and trade publications, to gain a better understanding of the industry and organization. Plus, for knowledge of pop culture and current events as it pertains to our target audiences
- Record meeting discussions and send recaps in a timely manner
- Other duties and projects as assigned in support of the broader department