Executive Assistant, Officers

Position Overview

The Executive Assistant operates independently providing a wide range of high level comprehensive administrative and operational support. This position will function as an integral part of the Encore team and will work independently on a wide variety of activities and confidential matters with discretion. This position will report to the Director, Office of the CEO and will support two to four senior executives.

Key Job Responsibilities

• Communicates with internal and external clients serving as the ‘gatekeeper’ for direct access to the Senior Leaderships time and calendar.

• Provides a bridge for smooth communication between the Sr Leadership Team and internal departments.

• Researches, prioritizes and follows up on incoming issues and concerns addressed to the Sr Leadership Team, including those of a sensitive or confidential nature. Determines appropriate course of action, referral and response. 

• Keeps Sr Leadership Team informed of upcoming commitments and responsibilities.

Meeting / Material Preparation

• Conducts research, collects and analyzes data for preparation of reports.

• Proofreads technical documents for grammar and formatting.

• Prepare presentation materials for use by others, editing content and adding appropriate graphic and design elements. These responsibilities may include creating web content.

• Compose and/or prepare correspondence, memoranda, promotional materials, forms, newsletters, manuals, and reports using appropriate Microsoft Suite tools.

• Ensures operation of equipment in meeting rooms by completing preventive maintenance requirements; following manufacturer's instructions; troubleshooting malfunctions; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.

• Prepares financial records management includes updating expense accounts, checking corporate credit accounts and processing payment requests.

Executive Administrative Support

• Performs a wide variety of administrative duties for executive leadership including, but not limited to, maintaining calendars/scheduling appointments, managing telephone calls, responding to requests by gathering and providing information, completing expense reports, booking domestic and international travel, as well as composing, modifying and proofreading correspondence, preparing routine correspondence, interoffice memoranda, etc. 

• Makes timely arrangements for department meetings, video and conference calls to include booking rooms, arranging for meals, assuring AV and meeting supply needs are met, taking meeting minutes, and coordinating all meeting planning with appropriate internal and external parties.

Job Qualifications

• High School Diploma; college degree preferred

• 5+ years of administrative experience supporting one or more senior executives in a corporate environment.

• Prior C-suite experience preferred.

• Advanced proficiency in Microsoft Office suite

• Strong organizational and interpersonal skills

• Professional, proactive demeanor

• Excellent written, verbal and organizational skills

• Detail oriented

• Ability to work with highly confidential and sensitive matters requiring discretion.

• Ability to exercise good judgement in a variety of situations 

• Ability to maintain a realistic balance among multiple priorities

• Ability to prioritize conflicting needs, handling matters expeditiously, proactively and follows-through on projects to successful completion, often with deadline pressures. 

• Willingness to work a flexible schedule

Competencies

• Concern for Quality 

• Exceeds Customer Expectations 

• Communication 

• Teamwork 

• Integrity

Work Environment

Work is generally performed at an office that is moderately quiet. Team members will occasionally visit other work locations for meetings or for other business reasons. Working times will include days and may include evenings, weekends and holidays. Team members must adhere to appearance guidelines as defined by Encore.

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