The Executive Assistant is responsible for primarily supporting the CEO and COO to ensure effective and efficient utilization of their time in order to achieve company objectives.  This role will manage schedules and communications both within the company and externally.  Duties of this role are proactive, anticipatory and include but are not limited to prioritizing emails and phone calls, gathering documents to prepare for meetings, preparing agendas and meeting material and coordinating travel arrangements.

This role may also be responsible for greeting visitors and customers, providing a level of support using a high degree of professionalism and customer service.

Responsibilities include:

• Providing administrative assistance for key executives, such as writing and editing emails, drafting memos, preparing communications and creating presentations on the executive’s behalf.
• Coordinate and/or manage delegated approval processes related to budget requests, expense reporting, etc.
• Organize executive meetings, solicit agenda items, send reminders to participants, create and distribute meeting materials and organize meeting logistics and catering when necessary.
• Answering phones and requests in a polite and professional manner.
• Manage executive calendars including making appointments and prioritizing the most sensitive matters.
• Provides confidential administrative and project support, acting as a liaison on behalf of executives.

• Research, compile and organize information and data from various sources on a variety of specialized topics.
• Prepares and assembles reports and other informational materials.
• Makes travel arrangements, including transportation and lodging, conference/training registrations and prepares and submits travel reimbursements requests as needed.
• Monitors and orders office and other related supplies. Prepares, processes, and tracks purchase requisitions for services and materials.
• Receives vendor invoices, prepares request for payment for management approval.
• Interpreting, summarizing and compiling reporting data in order to provide key data needed for decision making.

Critical Skills:

• High degree of proficiency with Microsoft office suite programs; i.e. Word, Excel, PowerPoint, etc.
• Autonomous, self-leadership
• Strong adherence to confidentiality
• Ability to anticipate the executives in order to be proactive
• Problem solving
• Customer service
• Oral and written communication
• Well organized and detail oriented
• Job duties require extensive public contact, the use of tact, discretion, and independent judgment
• Time management and prioritization

Education and Experience: An associate degree in office management, finance, business studies, secretarial science, or related field; and five (5) years of experience performing increasingly responsible and confidential clerical and administrative tasks with reporting responsibility to a department director, including two (2) years of experience providing administrative support to executives, board, and/or commission.