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- Act with the highest levels of professionalism as a representative of the Office of the CEO and C-suite and interact with the internal and external stakeholders with respect and credibility while maintaining confidentiality and discretion at all times
- Schedule appointments, candidate interviews and other client meetings and ensure the assigned executive is always in the correct place, on-time, and with all relevant paperwork material
- Ability to look ahead and anticipate needs for travel, meetings, and projects and take initiative to coordinate while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.
- Book all travel arrangements and accommodation and organize itineraries, this includes balancing the business priorities and commitments and be able to manage changes to business travel schedule, at times requiring responding to emails/calls outside of regular hours
- Complete expense reports for the Senior Leadership team and miscellaneous administrative functions such emails, proofreading documents, creating reports in Excel, capturing meeting minutes, creating letters and other documentation as needed
- Answer main company phone, direct calls to appropriate parties or take messages
- File, scan and retrieve corporate documents, records and reports as needed
- Provide special project support and administrative duties for company executives as requested
- Bachelor’s degree or equivalent experience in appropriate field required
- A minimum of three years’ experience in an executive administrative support role preferred
- Exceptional verbal and written communication skills including the ability to speak and write in a succinct and positive manner; write routine reports and correspondence; speak effectively before groups or associates
- Must be service-minded and willing to assist individuals companywide and who takes the initiative to figure out what needs to be done independently or collaboratively
- Handle highly confidential information and documents with discretion and confidentiality.
- Demonstrated advanced level mastery in Microsoft Office Suite (Outlook, Word, Excel, and PowerPoint), SharePoint and virtual platforms such as Teams and Zoom.
- Must be highly self-motivated and resourceful with the ability to adapt and excel in a fast-paced work environment with multiple priorities and competing deadlines
- Must have experience in coordinating travel arrangements for multiple executives and candidates
- Ability to identify owners of different processes within the company and work collaboratively toward successful outcomes within designated timelines
- Must be a critical thinker, proactive problem-solver, capable of strict attention to detail
- Must have the ability to lift, push, carry, retrieve, stack and/or move up to 15 pounds and climb steps regularly between floors to deliver office/catering/kitchen items
- A valid drivers’ license and an acceptable driving record from the State Bureau of Motor Vehicles.
- Must be flexible, team-oriented and committed to having a good time while doing a great job