Summary
The Senior Executive Assistant will serve as an extension of the CEO, enhancing the executive’s ability to handle his corporate duties and responsibilities. Must relate to a wide variety of constituents including the CEO’s direct reports, board members, customers, other employees at all levels, etc. Must be able to keep the office of the CEO running smoothly during his absence.
Essential Duties and Responsibilities include the following:
- Responsible for the coordination of activities (operations and planning) and ensuring timely flow of information to and from the executive office.
- Must be able to independently manage multiple tasks and projects with competing priorities and deadlines, screen and prioritize communications and opportunities from external and internal sources, and organize and maintain administrative processes.
- Coordinate and prepare BOD and Executive Session presentations and packets and be able to work with, and bring together cross-functional coordination between programs and departments on projects that s/he is involved in.
- Must be able to work in a team and have collaborative skills with domestic as well as international colleagues and possess a proven ability to independently manage tasks and projects with competing priorities and deadlines, and be able to prioritize and bring resolution to best support the CEO.
- This position requires the utmost in professionalism, effective communication skills, as well as interpersonal skills.
- Responsible for making independent decisions regarding planning, organizing and scheduling work within established guidelines. The individual will be required to be available during regular business hours, evenings and/or weekends on occasion as needed to provide support to the CEO.
- Ability to anticipate the CEO’s needs and proactively recommend processes, appropriate people and resources to support the executive in addressing issues.
- When the CEO chairs meetings: Formalize agenda in advance; assist with and provide research/background information, content development, and creation of presentations and coordinate meetings.
- Manage the daily schedule of CEO, ensuring that he knows his schedule one week as well as 24 hours in advance and keep appointment and meetings on time or changing schedules when necessary. Ensure that the CEO’s schedule allows time for strategic and “thought” time.
- Develop and maintain a system that alerts the CEO to upcoming deadlines or incoming requests or events.
- Manage CEO’s travel arrangements and proactively coordinate the pre-planning of trips with various internal functions, including arranging appropriate travel, visas, agendas and necessary contacts, country information, and other necessary preparations.
- Act as the lead in preparation for board and management meetings with regard to the board packet, conference room, catering and technology. Manage effective contacts and relationships with board members, acting as a first point of contact for board member queries when CEO is not available.
- Understand organizational policies and procedures necessary to ensure that appropriate decision-making protocols are followed to ensure all approval requests sent to the CEO are self explanatory and fully approved to that point. Approve routing items for CEO when he is unavailable, exercising judgment either independently or in conference with the CEO.
- Handle confidential information in a professional and discreet manner.
- Ensure that various administrative tasks are done in an effective and efficient manner, including copying, reviewing outside email, drafting correspondence, screening phone calls when requested, maintaining executive files as needed, managing projects at the discretion of CEO, regularly exercising discretion and independent judgment regarding various issues, and maintaining the Will-Burt master schedule.
- Act as the CEO’s representative and ambassador to external constituents as directed.
- Serve as a focal point for organizing and controlling approvals, payment, and other issues relative to the company’s patents and trademarks.
- Responsible for filing proper documentation and securing WB license tags from BMV for all WB vehicles. Address title transfers when needed and maintain files and spreadsheet on WB vehicles.
- Process and maintain expense reports for the CEO.
- Accountable for organizing, tracking, issuing checks, and recommending recipient to the CEO relative to Will-Burt charitable contributions.
Required Competency: To perform the job successfully, an individual should demonstrate the following competencies:
- Quality – Demonstrates accuracy and thoroughness; looks for ways to improve and promote quality; applies feedback to improve performance; monitors own work to ensure quality.
- Quantity – Meets productivity standards; completes work in timely manner; strives to increase productivity; works quickly.
- Communications – Demonstrates an effective, candid yet tactful approach when dealing with others.
- Safety and Security – Observes safety and security procedures; determines appropriate action beyond guidelines; reports potentially unsafe conditions; uses equipment and materials properly.
Supervisory Responsibilities: This position has no supervisory responsibilities.
Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and/or Experience: Associate degree and 5-8 years experience, or minimum 8-10 years work related experience supporting C-level Executives and experience working with Boards of Directors.
Other qualifications:
- The ideal candidate will be a dynamic, high-energy, organized person who understands the importance of confidentiality, discretionary judgment, and effective communication, both verbal and written.
- Proficient in the following software programs: Word/Excel/PowerPoint/Outlook
- Experience in administrative preparation of board presentations.
- Excellent written and verbal communication skills.
- Ability to stay focused, efficient, and effective in managing multiple priorities.
- Professional demeanor and ability to defuse emotional situations in a calm manner.
- Strong interpersonal skills and good judgment.
- Proven ability to work independently to achieve accomplishments.
- Ability to communicate effectively with all levels of employees and outside contacts.
- Experience working in an international arena a plus.
- Proven ability to effectively collaborate with internal team, cross-functional team, and external parties in a rapidly growing environment.
- Ability to provide after hours and flexible support a must.
- Ability to travel 5% if requested.
Language Skills: Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.
Mathematical Skills: Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.
Reasoning Ability: Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
Computer Skills: Must be proficient in both Word and spreadsheets, with an efficient knowledge of Word, Excel, PowerPoint and Outlook.
Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disability to perform the essential functions.
While performing the duties of this job, the employee is frequently required to sit; use hands to finger, handle, or feel; and talk or hear. The employee is occasionally required to stand and walk. Specific vision abilities required by this job include close vision, depth perception, and ability to adjust focus.
Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions for this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually quiet.
