Executive Assistant 4

Overview

The Executive Assistant 4 is responsible for providing administrative support to a leader. This position coordinate and manage calendars screens incoming correspondence and manages meeting logistics on behalf of the leader. This position anticipates needs and issues; recommends and acts to proactively resolve challenges while providing the highest level of professionalism diplomacy independent discretion in decision-making matters with proven ability to honor confidentiality.

Responsibilities

• Coordinate, manage and maintain multiple senior executive's calendar and daily schedule
• Screen incoming correspondence and communication and make preliminary decisions as to appropriate action
• Manage logistics for internal and external meetings, including but not limited to the following scheduling conference rooms, arranging catering, preparing agendas, managing the collection and production of meeting materials, recording and distributing meeting minutes, and tracking and reporting on status of action items and deliverables
• Ensure expense reports and purchase orders are completed accurately, within budget limits and approved within the system
• Utilize internal systems and corporate resources to find new, innovative ways to improve efficiency
• Arrange complex and detailed travel plans and itineraries, and compile documents for travel-related meetings
• Operate as a trusted advisor on issues and trends; provide general consulting services leveraging expertise and significant best practice knowledge
• Operate as an innovative thought leader; contribute significantly to the overall growth and quality of the department through knowledge sharing and coaching on current best practices and market trends
• Mentor, coach, train, and provide feedback to other team members; provide feedback to leadership on abilities of team
• Research, compile, and summarize complex and/or large qualities of data into short work products.
• Adaptive, confident, critical, and responsible use of, and engagement with, digital technologies for executive office management.
• Maintain confidential and sensitive information.
• Draft, edit and distribute approved communications to staff, external key stakeholders, and executive leaders on behalf of leader.
• Anticipates the needs of executive(s) by resolving operational and administrative issues before they arise
• Serve as the liaison between the board and the executive office and facilitates communications, plans events, distributes information, drafts agendas and schedules meetings and records or prepares final minutes
• Create spreadsheets and charts, PowerPoint presentations, visual representations and diagrams.
• Comply with all corporate and departmental privacy and data security policies and practices, including but not limited to, Hyland’s Information Systems Security Policy

Basic Qualifications

• Bachelor's degree or equivalent experience
• Experience directly supporting and working with C-suite level executives
• Excellent leadership, collaboration skills, problem solving and decision-making skills
• Excellent oral and written communications skills that demonstrate a professional demeanor and the ability to interact with others with discretion and tact
• Excellent interpersonal skills; able to maintain solid rapport with team members as well as maintain professionalism with those outside of department
• Excellent organizational, multi-tasking, and time management skills
• Ability to work in a flexible, fast-paced environment
• Ability to provide exceptional follow through and be customer-service driven
• Ability to handle a high amount of stress and perform under deadline pressure
• Ability to work independently and in a team environment
• Demonstrated ability to handle sensitive information with discretion and tact
• Ability to provide guidance and support to developing team members
• Excellent ability to develop and use engaging, informative and compelling presentation methodologies
• Experience in Microsoft Office
• Proficiency with Microsoft Outlook or equivalent email and calendar software
• Self-motivated with follow through and attention to detail
• Excellent work ethic and a proactive approach to wide-ranging responsibilities
• Up to 5% travel time required

The salary range for this role is $85,000 - $105,000. The listed salary range represents a good faith estimate at the time of posting. The listed range may be adjusted in the future based on business needs. Actual compensation will be based on job-related factors including, but not limited to, qualifications, skills and experience. Apply tot his job Apply To this Job