Job details

Executive Assistant II

Executive Assistant II

The Executive Assistant II, under minimal supervision, provides advanced general administrative support to a department or group of professionals. They regularly interact with executive management and all levels of employees from across the organization. May interact with external parties such as clients and/or customers. Typically supports several senior leaders and/or large department.

Position Responsibilities
Administrative Duties:

Managing complex calendars, coordination of appointments, meetings, and travel, as well as extensive rescheduling.
Anticipating travel needs of executive and coordinating complex travel arrangements.
Interacts with other administrative staff, senior managers, customers, and/or visitors and communicates on management's behalf as required.
Develops meeting materials (e.g. creates documents and presentations, gathers agenda items, drafts and edits correspondence, etc.) and acts as a meeting scribe in team meetings or as needed.
Managing recognition and volunteerism programs within our groups.
Performs advanced administrative support specific to assigned functional area with a moderate amount of supervision.
Leads projects that are small in scope.
Participates in projects that are broad in scope.

Department Management:

Maintains department budget and completes special projects as needed.
Informs management of pending issues and items that have been handled on their behalf.
Manages department data and runs reports, such as key performance metrics, compliance, and training.
Organizes department programs and events (recognition events).
Arranging and coordinating on-site and off-site meetings.

Dimension and Scope Data:

Under minimal supervision, provides advanced administrative support to a department or group of professionals for BE2 and below.

Knowledge, Skills, and Abilities

Skilled in managing one's own time and the time of others.
Skilled in completing assignments accurately and with attention to detail.
Ability to set priorities and complete assignments on time.
Ability to analyze, organize and prioritize work while meeting multiple deadlines.
Ability to process and handle confidential information with discretion.
Critical thinking skills and problem-solving skills.
Judgement and decision-making skills.
Ability to take ownership and make decisions independent of customer involvement (proactive).
Excellent communication skills (written and oral).
Excellent organizational, multi-tasking and time management skills.
Highly responsive, flexible and adaptable.
Proactive thinker and action taker.