Executive Assistant

Overview

The Executive Assistant Level 2 role offers experienced administrative support to individual leaders, teams, or departments within the organization. This high-level support position involves managing varied and demanding daily tasks confidently and confidentially while professionally representing the company.

Key Responsibilities

• Serve as a direct representative of leadership, interacting professionally with colleagues and clients.
• Maintain communication channels such as email, phone, written, and fax during leader's absences or travel.
• Support fellow Executive Assistants with a positive approach and provide assistance during their unavailability.
• Potentially mentor and coach junior team members to enhance their skills.
• Prepare comprehensive reports, meeting notes, and formal correspondence.
• Create, edit, and manage documents, spreadsheets, and presentation materials.
• Organize and manage schedules, coordinate appointments and itineraries, ensuring timely meeting preparations to optimize leadership time.
• Arrange meetings, travel plans, conference calls, and complete expense reporting.
• Answer and transfer phone calls efficiently, taking detailed messages as needed.
• Prioritize multiple work assignments and deliver results under strict deadlines.
• Handle daily correspondence and maintain systematic filing and distribution of mail, ensuring timely delivery aligned with client deadlines.
• Undertake office administrative duties as directed, supporting office operations regardless of employment status.
• Protect sensitive company and personal confidential information vigilantly.
• Identify and implement improvements in internal processes and contribute to the development of firm policies.
• Review and modify client-related documents to ensure accuracy.
• Maintain client and administrative filing systems with diligence.
• Stay informed about business unit and corporate policies, assisting with various projects as needed.
• Perform advanced responsibilities independently and complete additional assigned duties.

Qualifications and Experience

• Possession of a high school diploma coupled with over five years' experience supporting practice management levels.
• Strong command of grammar and proofreading skills.
• Extensive experience handling contacts and information that are sensitive, complex, and confidential.

Technical Skills

• Advanced proficiency in Microsoft Word, Excel, Access, PowerPoint, Outlook, as well as internet research and navigation skills.

Licenses and Certifications

• Possession of a valid driver’s license is mandatory.
• Notary Public certification is advantageous.

Work Environment

• Work primarily occurs in standard indoor office settings.
• Tasks require extended periods of sitting at a computer, occasionally standing.
• Role involves continual engagement with employees and vendors via in-person, telephone, and email interactions.

Additional Information

The organization is an Equal Opportunity Employer welcoming individuals with disabilities and veterans. This position involves limited or no supervisory duties and demands the utmost discretion with confidential information.