Executive Assistant

Location: Charlotte, NC
Date Posted: 12-12-2017
SUMMARY:
 
The Executive Assistant (EA) serves as the primary point of contact for internal and external stakeholders on all matters pertaining to the President and Chief Executive Officer (CEO), and provides administrative support for the Executive Leadership Team (ELT).  The EA will function as an extension of the CEO by anticipating needs and proactively addressing issues with an emphasis on sound judgement, initiative and confidentiality, with appropriate but minimal direction.  The EA will facilitate efficient execution of the CEO’s portfolio of activities by vetting internal and external requests, directing assignments to appropriate staff, managing internal and external correspondence, and managing the CEO’s travel and expense reports.  The EA position serves as the CEO’s ambassador in dealing with the Board of Directors, members, and other key stakeholders.  
 
ESSENTIAL DUTIES AND KEY RESPONSIBILITIES:
  • 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 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 and presentations for meetings.
  • Assist in coordinating the agenda of and preparing/posting materials for Board of Director meetings, senior management team meetings and off-sites, and all staff meetings.
  • Responsible for making travel arrangements including: booking flights, hotel reservations, registration for meetings and seminars, and car rentals for the ELT as well as others in the organization, including interview candidates and other guests.
  • Set up, coordinate and schedule meetings and conferences including global dial-in and web meetings. Manage the CEO’s calendar and schedule meetings with and for the ELT. Responsible for proactively reminding CEO of upcoming meeting dates to include time and location. Plan offsite events and trainings for the ELT and others as needed, including meeting rooms, accommodations, catering and billing.
  • Prioritize conflicting needs; handles all matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
  • Prepare high-quality presentations and documents (MS - PowerPoint, Word, Excel) with little or no direction. Work with the ELT and others on monthly reports, high-quality presentations and other related projects.
  • Work closely and effectively with the CEO to keep him/her well informed of upcoming commitments and responsibilities, including appropriate follow-up.
  • Build relationships crucial to the success of the organization and manage a variety of special projects for the CEO.
  • Perform basic facility management duties.
 
EDUCATION/EXPERIENCE:
Required:
  • Associate’s degree
  • Minimum of  five-ten years’ work-related experience supporting high-level executives
  • Proficient in Microsoft Office applications (Outlook, Excel, PowerPoint, Word) and multi-line telephonic systems
 
Desired:
  • Bachelor’s degree
  • Notary Public
 
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
  • Willingness and initiative to pursue professional development.
  • Ability to appropriately handle confidential material
 
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