Executive Administrative Assistant

Location: Charlotte, NC
Date Posted: 12-12-2017
The Executive Administrative Assistant (EAA) serves as the primary point of contact for internal and external stakeholders on all matters pertaining to the Office of the President and Chief Executive Officer, and provides administrative support for the Executive Leadership Team.  The EAA will function as an extension of the President and CEO by anticipating needs and proactively addressing issues with an emphasis on sound judgement, initiative and confidentiality, with appropriate but minimal direction.  The EAA will facilitate efficient execution of the President’s portfolio of activities by vetting internal and external requests, directing assignments to appropriate staff, managing internal and external correspondence, and managing the president’s travel and expense reports.  The EAA position serves as the President’s ambassador in dealing with the Board of Directors, members, and other key stakeholders.  The EAA reports directly to the President and Chief Executive Officer. 
 
ESSENTIAL DUTIES:
  •  Act as liaison and first point of contact between both internal and external persons and the CEO. Complete a variety of executive administrative tasks for the President & CEO including:  managing an active calendar of appointments; completing expense reports, composing and preparing confidential correspondence; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
  • Responsible for making travel arrangements including: booking flights, hotel reservations, registration for meetings and seminars, and car rentals for Executive Leadership Team as well as others in the organization, including interview candidates and other guests.
  • Setup, coordinate and schedule meetings and conferences including global dial-in and web meetings. Manage the CEO’s calendar and schedule meetings the Executive Leadership Team. Responsible for proactively reminding CEO of upcoming meeting dates to include time and location.
  • Work closely and effectively with the CEO to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately.
  • Work with the Executive Leadership Team and others on monthly reports, high-qualify presentations, organization charts and other related projects.
  • Prepare and maintain business calendar for the Executive Leadership Team.  Plan offsite events and trainings for the ELT and others as needed, including meeting rooms, accommodations, catering and billing.
  • Provide leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the President.
  • Prioritize conflicting needs; handles all matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
  • Serve as an adjunct member of the Executive Team including assisting in scheduling meetings and attending all meetings.
  • Assist in coordinating the agenda of senior management team meetings and off-sites, and all staff meetings.
  • Prepare high quality presentations and documents (MS - PowerPoint, Word, Excel) with little or no direction
 
EDUCATION/EXPERIENCE:
Required:
  • High school diploma, Bachelors’ Degree preferred
  • Minimum of five years of work-related experience supporting high-level executives
  • Proficient in Microsoft Office applications (Outlook, Excel, PowerPoint, Word)
  • Notary Public
 
Desired:
  • Associate’s or Bachelor’s degree
  • Notary Public desired
 
Skills/Competencies:
  • Demonstrate professional presence to effectively communicate with senior management across all levels of the organization, exercising professionalism, tact and diplomacy to accomplish objectives both within and outside the company
  • Ability to work under pressure in a fast-paced, time-sensitive environment with shifting priorities and multiple deadlines
  • Highly motivated, results driven, successfully demonstrate problem solving and decision-making skills
  • Must be able to work autonomously and collaboratively in a fast-paced, time-sensitive, and constantly changing environment
  • Exhibits a collaborative style; team player
  • Some flexibility with schedule, particularly for events (as pre-determined by team).
  • High attention to detail with exceptional organizational and time management skills.
  • Willingness and initiative to pursue personal development.
  • Ability to appropriately handle confidential material
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