Senior Executive Assistant

Summary:

Performs diverse executive level administrative support by organizing and coordinating the day-to-day operations of the department. By nature of the position, a high degree of professionalism is required dealing with high level contracts and exposure to sensitive information requiring the use of tact, diplomacy, discretion, judgment, and independent decision-making. Manages incoming and outgoing correspondence, drafts communication and responses to inquiries. Provides guidance and response to requests in the absence of the departmental Leader.

• Manages phone contacts by answering all calls in a timely manner, responding to callers in a courteous and welcoming manner and appropriately handling the call to the caller’s satisfaction.
• Sets up meetings and appointments, ensures meeting areas are prepared and meals are provided when appropriate. Ensures all meeting materials, if any, are delivered to all participants in a timely manner to ensure adequate time for meeting preparation.
• Manages all incoming and outgoing correspondence, date stamps incoming correspondence and distributes to the appropriate persons. Ensures overnight or special delivery mail is appropriately handled.
• Schedules appointments, arranges travel and prepares the necessary documentation to ensure travelers have all necessary information when traveling.
• Files correspondence, reports and other required materials. Maintains files in an orderly and neat manner to ensure information can be readily accessed when necessary.
• Prepares presentations and reports as requested to include PowerPoint, Excel and Word documents.
• Attends meetings, takes notes and drafts the meeting minutes for communication to the attendees.
• Tracks requests made to the regions and other parties and coordinates and organizes the responses.
• Prepare PowerPoint presentations for boards, rating agencies, and other audiences
• Manages departmental priorities
• Monitors inventory of supplies and orders supplies as necessary.
• Maintains supply and file rooms in a neat and orderly manner.
• Cooperates and coordinates with other administrative assistants to ensure office support is available when away from the office.

Requirements:

• High school diploma or equivalent
• Associate's degree preferred; equivalent training or experience acceptable.
  
• Excellent organizational, interpersonal and verbal/written communication skills
• Excellent computer skills and ability to type 75 wpm required
• Ability to work with minimal supervision.
  
• Minimum of five (5) years executive assistant /administrative assistant experience at the senior executive level
• Fluency in oral and written English
• Proficient in all Microsoft Office products; i.e., Word, Excel, PowerPoint

Work Type: 

Full Time