The Executive Assistant performs a wide variety of administrative and project coordination responsibilities as required to support the day to day operations and strategic work of the Chief Operating Officer (COO) and Executive Vice President (EVP). Duties of this position will expose the incumbent to a high level of confidential information that must be handled with extreme sensitivity.
Who You are:
Ability to handle sensitive and confidential information with professionalism and integrity
Knowledge of ad-hoc reports
An individual that has a "Can do" attitude and truly knows what going the "Extra Mile" means
Worked with C-level Executives
Excellent verbal and written communication
Learn and know the operations side of the business, to include new group setup and client services support
Support the COO and EVP by providing ad-hoc project management support for key strategic and operational initiatives
Provide general administrative support for a wide range of activities and projects undertaken on an as-needed basis by the COO and EVP
Independently manage projects, including understanding and articulating goals and desired outcomes, establishing timelines and prioritizing steps/tasks
Manage the COO’s and EVP’s calendar daily; including coordination of schedule and appointments throughout the day, including coordination of lunch
Screen calls thoroughly and with diplomacy. Serve as primary point of contact, and gatekeeper, for all calls and general questions
Assist COO with completion of RFP responses
Communicates effectively with COO and EVP on a daily basis to discuss and triage urgent issues, and to resolve meeting conflicts and scheduling challenges
Proactively prepare all support materials for COO’s daily schedule 24 hours in advance, and looks ahead to prepare for meetings on a rolling 1-2-week basis
Coordinate completion of action items generated from daily meetings
Create client proposals as requested by COO or Sales department
Coordinate arrangements for client lunches and dinners
Act as primary back-up to the Corporate Greeter at the reception desk
Provide office management responsibilities as a true team member
Read and route incoming mail; locate and attach appropriate file to correspondence to be answered by COO
Maintain a familiarity of business operations, top clients and vendors
Compose and type routine correspondence on behalf of the COO as necessary to include business letters, memos and emails
Coordinate all travel arrangements (airfare, car rental, hotel arrangements) for CEO/COO, and any other management, including itinerary and directions
Warmly greet scheduled visitors and escort to appropriate area or person
Coordinate and arrange meetings; prepare agendas, reserve and prepare meeting rooms, make copies of any printed materials required
Partner with Corporate Greeter to order and maintain supplies, and arrange for equipment maintenance with third party vendors
Reconcile company credit card activities against expense reports (monthly)
Assist with personal matters and errands where necessary
Other duties as assigned
Strong organizational skills, with proven experience prioritizing work and coordinating several responsibilities at one time
Proven ability to approach others in a tactful manner; react well under pressure; treat others with respect and consideration regardless of their status or position; follow through on commitment
Dress, appearance and behavior reflect favorably on the organization
Must be dependable and able to closely mirror the COO’s schedule of 9-6
2+ years’ experience in a professional environment preferred
1+ years’ experience in an administrative role preferred (executive employee support a plus)
Associates degree or higher preferred
Possess a strong passion and ability for delivering exceptional customer service to internal and external parties
Ability to work cooperatively with other team members by effectively integrating personal skills with those of others in accomplishing organizational goals
Strong financial aptitude to complete billing responsibilities
Excellent written and verbal communication skills
Computer Skills: Must be proficient in Microsoft Office
Ability to talk or hear, both in person and by telephone
Good visual acuity
Capable of lifting up to 25 pounds
Must be able to perform work at a computer terminal for 6-8 hours, and function in an environment with interruptions
*Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Core Competencies (F.L.I.I.P.)
Flexibility – Maintains effectiveness when experiencing major changes in work responsibilities or environment and adjusts effectively to work within new structures, processes, requirements or cultures. Remains flexible in spite of adversity. Embraces change.
Leadership – Facilitates a positive and productive team oriented environment. Provides open communication/feedback within the team. Builds collaboration to maintain productive teams. Treats people with honesty and respect. Maintains positive relationships with employees at all levels. Uses appropriate interpersonal styles to establish effective relationships with clients, vendors and internal partners. Interacts with others in a way that promotes openness and trust and gives them confidence in one's intentions.
Innovation – Identifies and accomplishes challenging objectives or personal goals. Works effectively with others to achieve goals. Looks for and takes advantage of opportunities. Maintains a high level of interest, enthusiasm and personal performance. Takes steps to improve processes and find better solutions. Champions quality work and proactively takes steps to correct errors or improve overall products/solutions. Drives continuous improvement. Demonstrates a willingness to change approach based on feedback.
Integrity – Supports and upholds the organization's standards and values. Demonstrates honesty, reliability and professionalism. Maintains the highest ethical standards.
Passion – Provides excellent customer service to internal clients, partners, vendors and teams. Responds promptly, professionally, effectively, and efficiently. Recognizes sense of urgency in responding to needs. Follows up to ensure requests, needs, and commitments are met consistently.
This discount card program is NOT insurance, not intended to replace insurance, and does not meet the minimum creditable coverage requirements under the Affordable Care Act or Massachusetts M.G.L. c. 111M and 956 CRM 5.00. It contains a 30-day cancellation period, provides discounts only at the offices of contracted health care providers, and each member is obligated to pay the discounted medical charges in full at the point of service. For a complete list of disclosures, please click here. | Limitations, Exclusions and Exceptions | Discount Plan Organization: New Benefits, Ltd., Attn: Compliance Department, PO Box 803475, Dallas, TX 75380-3475.