Executive Assistant - Administration

POSITION PURPOSE

The Executive Assistant will provide high-level administrative support to the President/CEO and senior executives, ensuring efficient operations and enabling strategic priorities while maintaining highly sensitive information in confidence. This role also plays a key part in supporting organizational initiatives by coordinating internal programs, events, and initiatives that reinforce a strong organizational culture.

ESSENTIAL FUNCTIONS AND BASIC DUTIES

1.       Prepare and edit correspondence, reports, presentations, and other documents for the President/CEO.

2.       Answer telephone, disseminate information or resolve questions, and/or route calls to appropriate individual.  Keep President/CEO/Manager advised of complaints, telephone calls, and letters received. 

3.       Assist in arranging appointments, meetings, business trips, etc for CEO, or other members of senior management team.   Maintain the calendar of events and schedules for the CEO.

4.       Evaluate incoming correspondence, research and respond to questions, provide back-up information where required, and route accordingly.

5.       Prepare and disseminate materials for meetings, including agendas, minutes, and committee reports.

6.       Track and help prioritize key projects and deliverables for executive leadership.

7.       Serve as the primary liaison between the executive team and internal/external stakeholders.

8.       Handle confidential information with discretion and professionalism.

9.       Collaborate with HR to plan and coordinate organizational programs and company events, including room procurement, catering orders, and meeting invitations.

10.     Track organizational program participation and feedback for continuous improvement.

11.      Other related duties as assigned.

QUALIFICATIONS:

EDUCATION:         

Bachelors degree strongly preferred. High School Diploma/GED required.

KNOWLEDGE/EXPERIENCE:    

3-5 years experience supporting C-Suite executives; experience in the financial sector preferred

Experience with Microsoft SharePoint required

Proficiency with Microsoft Office Suite including Outlook/Exchange, PowerPoint, Excel, Teams

SKILLS/ABILITIES:                   

Ability to interact with staff at all levels   

High degree of professionalism and confidentiality

Excellent written and verbal communication skills

Strong decision making ability and attention to detail

Strong organizational, multitasking, and problem-solving skills

Passion for people, culture, and building meaningful work relationships

WORK ENVIRONMENT

Work is generally carried out in a typical open office setting. While performing the duties of this job, the working conditions are those of a typical office environment, with temperatures occasionally too warm or too cold, moderate noise levels and under lighting conditions typical of an office. Possibility for some remote work as needed.

PHYSICAL REQUIREMENTS

While performing the duties of this job, the employee is regularly required to sit at a desk and in meetings for long periods of time on a continuous basis; intermittently twist to reach equipment surrounding desk; perform simple grasping and fine manipulation with fingers; reach with hands and arms; use a telephone or other electronic communication devices; stand for long periods of times at counter, printers; communicate orally and through written means; use standard office equipment such as computers, printers; write or use a keyboard to perform assigned duties; bend, squat, climb, kneel and twist while checking equipment; occasionally stand and/or walk over both even and uneven ground; occasionally lift and/or move up to 25 pounds; hearing and vision within normal ranges with or without correction.