Executive Assistant to the President

As the Executive Assistant to the President at Hanna Interpreting Services LLC, your primary responsibilities will include managing the President's calendar, prioritizing their emails, overseeing property management tasks, and assisting with various administrative duties. You'll ensure smooth communication between the President, COO, and staff, while also coordinating special projects to enhance the President's productivity and decision-making processes.

The ideal candidate for the Executive Assistant to the President position at Hanna Interpreting Services LLC should have a minimum of 5 years of experience in an executive support role, demonstrating exceptional organizational and communication skills. Familiarity with property and office management as well as proficiency in tools like Google Workspace and Microsoft Office are also essential. A proactive attitude and the ability to handle confidential information discreetly are critical for this role.

While not strictly required, prior office management experience is considered a plus for the Executive Assistant to the President role at Hanna Interpreting Services LLC. Understanding office dynamics and having practical knowledge in handling facilities management will bolster your effectiveness in ensuring the seamless operation of both the office environment and property management tasks.

The company culture at Hanna Interpreting Services LLC is supportive, inclusive, and driven by a shared passion for language access and community empowerment. As the Executive Assistant to the President, you will feel valued within a team that celebrates achievements, prioritizes health and well-being, and encourages you to thrive in your role. From team-building activities to casual Friday lunches, Hanna promotes a cohesive and enjoyable work environment.

The Executive Assistant to the President position at Hanna Interpreting Services LLC comes with a competitive salary and a range of excellent benefits, including health, vision, and dental insurance, as well as life insurance. Additionally, you’ll receive a 401k plan with a 4% match, vacation time, sick leave, paid holidays, and special perks like lunch provided on your birthday and every Friday for onsite staff.

To effectively prioritize tasks while managing an executive's calendar, I assess the urgency and importance of each meeting or appointment. I categorize them based on deadlines, the strategic goals of the organization, and the executive’s preferences. Communicating with other stakeholders to gauge the significance of meetings also helps ensure that the executive focuses on high-impact activities.

In my previous role, I was entrusted with sensitive financial information that needed to be prepared for an upcoming board meeting. I ensured that all data was securely stored and only accessible to authorized individuals. Additionally, I communicated the importance of confidentiality to other team members involved to maintain trust and integrity in handling sensitive information.

I am proficient in using Google Workspace and Microsoft Office for managing emails and calendars effectively. These tools help me streamline scheduling, utilize shared calendars for visibility, and employ labeling systems for email management. Integrating tools like reminders and tasks ensures that I never miss important deadlines or appointments.

To manage communication effectively, I maintain an organized system for tracking messages that require the executive's attention. I weekly summarize key points from communications, respond to general inquiries on behalf of the executive, and ensure that important updates are communicated promptly to all relevant parties. Regular check-ins with the executive help me prioritize and filter messages efficiently.

My approach to organizing meeting agendas begins by clarifying the meeting’s objectives and understanding the participants’ expected contributions. I create a structured agenda that outlines key topics, time allocations, and materials needed, and I distribute it ahead of time to allow for reflections. Ensuring that all relevant materials are collated and shared with participants helps keep everyone focused and prepared.

In the event of a last-minute change to an executive's schedule, I would promptly assess the implications of that change and communicate the adjustments directly to all affected parties. I remain calm and adaptable, quickly rearranging any conflicting meetings while ensuring the executive is briefed on the revised schedule to maintain their focus and strategic plans.

To support an executive's decision-making process, I prepare organized summaries of relevant information, including data analysis and potential impacts of different options. I actively listen to their concerns and priorities to tailor my insights and offer actionable recommendations that align with the executive's vision and organizational goals.

I ensure that all tasks are completed accurately and on time by utilizing a combination of effective planning and accountability. I create to-do lists, set deadlines, and leverage calendar reminders. Additionally, I regularly review progress, adjust priorities as necessary, and ensure open lines of communication with my executive to discuss any challenges that may arise.

In my last role, I coordinated a corporate event that required meticulous planning and collaboration. I established a timeline, assigned tasks, and maintained communication among stakeholders. The event resulted in exceeding attendance expectations and received overwhelmingly positive feedback, showcasing my ability to manage complexity and deliver successful outcomes.

I handle stress and pressure by prioritizing self-care and fostering a proactive mindset. I stay organized, breaking tasks into manageable parts to avoid feeling overwhelmed. Additionally, I practice mindfulness techniques to maintain focus, ensuring I meet deadlines and respond effectively to challenges that arise in a fast-paced environment.