Job Description

Short Description:

A Senior Executive Assistant provides high-level administrative support to executives, managing schedules, communications, and critical business operations. They coordinate meetings, handle confidential information, prepare reports, and act as a liaison between executives and internal or external stakeholders. Senior Executive Assistants also oversee travel arrangements, project coordination, and office management tasks to ensure seamless workflow. Strong organizational skills, discretion, and the ability to multitask in a fast-paced environment are essential for success in this role.

Duties / Responsibilities:

• Provide high-level administrative support.
• Prepare invoices, reports, memos, letters, financial statements, and other documents using word processing, spreadsheet, database, or presentation software.
• Answer phone calls and direct calls to appropriate parties or take messages.
• Conduct research, compile data, and prepare papers for consideration and presentation by executives, committees, and boards of directors.
• Attend meetings to record minutes.
• Greet visitors and determine whether they should be given access to specific individuals.
• Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.
• Perform general office duties, such as ordering supplies, maintaining records management database systems, and performing essential bookkeeping work.
• File and retrieve corporate documents, records, and reports.
• Open, sort, and distribute incoming correspondence, including faxes and emails.
• Make travel arrangements for executives.
• Train and supervise lower-level clerical staff.

Skills / Requirements / Qualifications

• Active Listening: Giving full attention to what other people are saying, taking time to understand the points made, asking questions as appropriate, and not interrupting at inappropriate times.
• Reading Comprehension: Understanding written sentences and paragraphs in work-related documents.
• Speaking: Talking to others to convey information effectively.
• Service Orientation: Actively looking for ways to help people.
• Writing: Communicating effectively in writing as appropriate for the audience's needs.
• Coordination: Adjusting actions concerning others' actions.
• Time Management: Managing one's own time and the time of others.
• Social Perceptiveness: Being aware of others' reactions and understanding why they react as they do.
• Monitoring: Monitoring/assessing the performance of yourself, other individuals, or organizations to make improvements or take corrective action.
• Active Learning: Understanding new information's implications for current and future problem-solving and decision-making.