Executive Administrative Assistant

Essential Duties and Responsibilities

1. Research data from published and on-line sources that can be shaped into proposals, reports, and other supportive materials.
2. Generate analyses and create proposals, reports, and other supportive materials.
3. Prepare key documents and presentations for a variety of audiences.
4. Maintain effective documentation systems for corporate contracts, initiatives, and certifications.
5. Manage AFP, budgetary, expense, invoice, etc. processes for the Business Unit.
6. Manage administrative needs of departmental events.
7. Maintain confidential/sensitive information.
8. Manage schedule and travel arrangements for Group President, team members, consultants, and professional affiliations as indicated.
9. Provide meeting support through preparation of materials, maintenance of participant lists, agendas, minutes, food, lodging, follow-up, etc.
10. Generate analyses and create proposals, reports, and other supportive materials.
11. Prepare key documents (including strategic plans), presentations, and correspondence for a variety of audiences.
12. Prepare outbound communications and correspondence on behalf of the Group President and departmental initiatives (letters, newsletters, holiday cards, etc.).
13. Manage departmental consultants (logistics, contracts, travel, scheduling, tracking, payment, etc.).
14. Manage departmental contracts and maintain effective documentation systems for corporate contracts.
15. Support departmental legal needs and maintain effective tracking and documentation (trademarks, service marks, copyright, etc.).
16. Manage and support ongoing departmental reports including 100 day plans, monthly departmental overview reports, board reports, annual outcomes report, etc.
17. Manage AFE and budgetary processes for the Business Unit.
18. Manage timely expense reports and invoices/payments for the department.
19. Manage special events (senior manager training event, business lunches, dinners, webinars, sales meetings, team 1 retreats, etc.).
20. Support trade shows through calendar coordination, travel, shipping, ordering, management of trade show leads (compile, document, disseminate, follow-up, etc.).
21. Manage departmental supplies, mail, copier services, shirts, gifts/cards/flowers, reference books/materials, etc. and manage departmental shipping needs.
22. Manage inventory of departmental program/collateral/resource materials in an efficient organization system for effective tracking and timely replenishment from document control. Update materials as indicated.
23. Provide back-up support for front desk/receptionist and office manager as indicated.
24. Manage/Support departmental interns as indicated.
25. Assume additional responsibilities as assigned by the Group President.
26. Handle email and postal mail inquiries and respond appropriately.
27. Handle reasonable personal errands & tasks for the Group President & other direct reports.
28. Assume additional responsibilities as assigned by the Group President.

Competencies

• Analytical Decision-Making
• Communication
• Learning & Development
• Planning & Organizing
• Professionalism & Integrity
• Risk-Taking/Creative Thinking
• Teamwork & Relationship-Building
• Results Orientation