Executive Administrative Assistant

Job Summary

Responsible to provide general administrative and clerical support for an individual executive manager or group of executives; performs a wide variety of advanced clerical duties; relieves leaders of selected administrative work and minor business detail.

A Day in the Life

Exercises the greatest degree of discretion in the handling and dissemination of confidential and highly sensitive information.

Operates a personal computer to input and retrieve data; operates office machines such as a copier and calculator; performs printing photocopying data assembly and binding.

Initiates and/or assists in projects utilizing MS Office Suite including Word Excel and PowerPoint; word processes and distributes outgoing correspondence including department communications memos email and faxes; involved in the preparation of RFPs and client presentations.

Performs data entry/management for information management systems (CRM or other systems) including contacts meeting notes follow-up actions and reports; may create and maintain database information and spreadsheet files.

Obtains and assembles market/prospect information for use by the business unit/department; conducts research compiles summaries and types statistical reports as needed.

Coordinates managers schedule and establishes appointments; may answer and screen managers telephone calls including confidential inquiries; arranges conference calls.

Greets scheduled visitors and accompanies the individual to the appropriate person or area.

Coordinates and arranges business unit/department meetings; prepares agendas meeting materials reserves and prepares facilities; may record and transcribe meeting minutes.

Arranges programs special events conferences or webinars; contracts facility and caterer as needed issuing information or invitations coordinating speakers and controlling budget; ensures project specifics are executed on schedule and within prescribed budget.

Sorts prioritizes and distributes incoming mail; locates and attaches appropriate file to correspondence to be answered by manager; prepares overnight shipping packages.

On occasion acts as project manager on special assignments which may include the planning and coordination of multiple presentations disseminating information and organizing company-wide events.

Organizes and maintains file system and archives; files correspondence and other records; makes copies of correspondence or other printed materials.

Arranges detailed travel plans reservations schedules and itineraries; compiles documents for travel related meetings; prepares expense reports.

Orders and maintains office supplies as needed.

May provide direct assistance to clients of Oswald Companies or carriers/service providers seeking information or adjustments in support of account needs.

May coordinate charitable gifting or other involvement activities in support of client non-profit community or civic organizations.

What Youll Need

5-10 or more years of related experience or a combination of education and experience.

Proven experience as an Executive Assistant or in a similar role supporting senior leaders.

Proficiency in Microsoft Office Suite (Word Excel PowerPoint Outlook) and other productivity tools.

Strong organizational skills with the ability to manage complex calendars and scheduling.

Expertise in coordinating travel arrangements including international travel.

Experience preparing executive-level reports presentations and correspondence.

Ability to manage multiple priorities and meet tight deadlines.

Knowledge of office management systems procedures and project management tools.

Excellent written and verbal communication skills with a keen eye for detail.

Familiarity with handling confidential information with discretion.

Strong time management skills and the ability to work independently.

Who You Are

A proactive self-motivated individual who thrives in fast-paced environments.

A highly organized problem solver who can anticipate needs and act with initiative.

A natural multitasker able to juggle competing priorities with grace and efficiency.

A clear communicator who builds strong relationships and can collaborate across teams.

Trustworthy and reliable with the integrity to handle sensitive and confidential information.

Flexible and adaptable comfortable with shifting priorities and last-minute changes.

Calm and composed under pressure maintaining professionalism in all situations.

Detail-oriented with a passion for accuracy and thoroughness in your work.

A supportive team player who enjoys helping others succeed.

A resourceful individual who can find creative solutions to complex challenges.