Executive Assistant
Description

JOB SUMMARY

This position is responsible for the organization and coordination of office operations, procedures, and resources to facilitate effectiveness and efficiency for the office. As the Executive Assistant, this individual will perform a wide range of administrative support activities to support the Executive Leadership team and assistance to the CHRO to facilitate the efficient HR operation of the organization.


ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.


Executive Assistant

  • Manage and maintain the CHRO and other ELT members (as requested) calendar including scheduling appointments, internal/external meetings, and conference calls.
  • Coordinate ELT travel itineraries, flights, hotel accommodation, transportation, and other travel needs.
  • Draft and edit correspondence, communications, presentations, and other documents on behalf of CHRO.
  • Complete monthly expense reconciliation for CHRO and other ETL members’ (as requested) corporate credit card and out of pocket expenses.
  • Secure appropriate signatures and track documents through the approval process on behalf of CHRO and other ETL members (as requested).
  • Serve as a liaison with internal staff at all levels.
  • Interact with external partners as well as ADG leadership.
  • Provide assistant and support to CHRO on various projects such as recruiting activities, ADG meeting and events calendar planning and staff communication.
  • Support other Senior Management staff on other projects as needed.
  • Prepare agendas for meetings, briefing materials and presentations as needed to support the CHRO and other ETL members (as requested).
  • Provide administrative support to CHRO on executive level responsibilities.


Requirements

EDUCATION, EXPERIENCE & QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  •  Bachelor’s degree required.
  •  1-3 years of office administration experience.
  •  An interest or desire in developing expertise in administrative support, logistical planning and vendor management.
  •  Computer literacy and proficiency in the use of PC software such as Word, Excel, and PowerPoint in order to create correspondence, reports, spreadsheets, and presentations.
  •  Attention to detail is a must as well as strong organizational skills.
  •  S/he must be resourceful and committed to establishing and maintaining effective organizational systems within an office environment.
  •  Event planning experience highly desired.
  •  Experience with travel arrangements and logistics management is a strong plus.
  •  High level of professionalism and a strong ability to relate to people of all business levels.
  •  Understanding of project management and the skills needed to forecast and planning with risks in mind.
  •  Effective interpersonal communication style particularly with Board members, executives, and senior level staff.
  •  Passionate, enthusiastic, team player, with good judgment and an ability to work in a fast-paced environment and adapt quickly to changing needs and priorities; proven ability to prioritize and manage multiple tasks simultaneously with little direction.
  •  Strong problem-solving skills.

PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  •  Ability to sit at computer monitor for long periods throughout the day.
  •  Must possess the ability to stand for long periods of time; to reach with hands and arms; to move among and between offices; to handle and feel office supplies; to sit, stoop, kneel and crouch; to lift and move up to 10 pounds; to see well enough to discern differences in documents.

WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  •  General working conditions
  •  Office Environment
  •  May have to meet tight deadlines
  •  Fast-paced work environment

The above statements describe the general nature and level of work being performed. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of the position. Employees holding this position will be required to perform any other job-related duties as requested by management. The job description does not constitute an employment agreement between the employer and employee, and all requirements are subject to possible modification to reasonably accommodate individuals with disabilities.