Executive Assistant to the CEO & EVP

Essential Duties:

Serve as an Executive Assistant to the President & CEO and  other executive staff members as required working collaboratively in a team and performing a full range of diverse, complex, and highly sensitive administrative functions. The ideal candidate will be organized, detail-oriented, capable of managing multiple priorities, and effective at building relationships across all levels of the organization. This includes: 

Addressing incoming requests, inquiries and meeting logistics for the Executive suite

Supporting the executive staff members’ complex and confidential calendars and business needs with authority to commit executive’s time, and to plan/coordinate a variety of business meetings on behalf of the assigned executive staff members and set priorities.

Planning and coordination of all arrangements and administration for domestic and international travel for assigned executive staff members. 

Assessing, responding to, or following up on e-mail and phone messages, as well as initiating and composing email correspondence including sensitive information independently or utilizing brief verbal instructions. 

Independently assessing and responding to inquiries, prioritizing actions, follow-up and ensure resolution using in-depth knowledge of the executive staff members activities.

Independently or with brief verbal directions, assist the assigned executive staff members with internal and external meetings by developing agendas, and providing information for meetings and visits. 

Organize and execute event logistics as needed including: Board of Directors meetings, executive staff meetings, executive visits, executive events. 

Oversee operation of the executive suite and executive conference room

Managing and executing projects or initiatives in support of Executive suite functions

Working collaboratively with  HRL administrative staff, providing leadership and guidance as and when required

Assist in other assignments as needed

Must be able to maintain confidentiality and exercise discretion.

Must be able to work cooperatively and in coordination with other administrative assistants at HRL.

Must be able to read financial statements and summarize issues for the executive staff. 

Must demonstrate initiative and follow through to resolve complex problems. 

This is an onsite position.

Required Skills:

5+ years administrative experience with demonstrated organizational and interpersonal skills. Must have prior executive level positions with demonstrated ability to coordinate many complex assignments for multiple people, coordinate large events, establish priorities and complete tasks in a timely manner and work independently and discretely, when necessary.

Must have prior experience with arranging complex executive travel and completing travel reports.

Must be able to communicate effectively with HRL executives, staff and customers. 

Experience in implementing efficient office practices is desirable.

Demonstrated experience working successfully in a dynamic, fast-paced environment with multiple and complex tasks, often with conflicting deadlines and frequently changing priorities.  

Ability to work in a position that requires a high level of judgment, tact, and diplomacy.

Broad knowledge of HRL’s mission, issues, and research programs, and demonstrated advanced knowledge of office practices and techniques.

Must have an advanced proficiency in current Microsoft Office products: Word, Excel, Power Point and Outlook.

Basic financial knowledge is desirable.

Must have effective written and verbal communication skills plus a great deal of personal initiative.

Must be able to manage and coordinate large meetings and events.

Required Education: 

Bachelor’s degree or demonstrated competence through a combination of experience, education, and/or training. 

Physical Requirements:

Must have the ability to sit for long periods, work at a computer and climb stairs to access different parts of a site.  

Special Requirements:

U.S. citizenship required. Ability to obtain and maintain a security clearance is preferable.  

Compensation:

The base salary range for this full-time position is $90,640 - $113,353 + bonus + benefits.

Our salary ranges are determined by role, level, and location. The range displayed on each job posting reflects the minimum and maximum target for new hire salaries for the position. Within the range, individual pay is determined by work location and additional factors, including job-related skills, experience, and relevant education or training. Your recruiter can share more about the specific salary range during the hiring process. Please note that the compensation details listed reflect the base salary only, and do not include potential bonus or benefits.