Executive Assistant

Job Description

Job Title: Executive Assistant

Department: Executive Office

Reports To: President & CEO

Exemption Status(FLSA): Exempt

Job Summary:

The Executive Assistant provides high-level administrative and operational support to the Chief Executive Officer and Executive Team. This position is responsible for managing complex calendars and schedules coordinating executive and corporate travel supporting Board and executive meetings facilitating corporate donations and community commitments and coordinating a variety of confidential financial legal and operational matters.

The Executive Assistant serves as a key liaison between the Executive Team employees vendors professional advisors community organizations and other external partners. The role requires exceptional organization discretion judgment attention to detail and the ability to manage multiple priorities in a fast-paced environment. This position also oversees several corporate programs and services including corporate travel cell phones uniforms business services corporate memberships executive property corporate aircraft administration and other executive office responsibilities.

Essential Functions:

• Executive Support & Calendar Management: Provide comprehensive administrative support to the CEO and Executive Team including complex calendar management meeting coordination correspondence scheduling and preparation for executive priorities.
• Travel & Executive Logistics: Coordinate domestic and international executive and corporate travel including commercial and private aviation hotels ground transportation FBO arrangements conferences and related logistics.
• Board & Executive Meeting Support: Coordinate logistics reservations materials agendas and meeting arrangements for Board meetings executive meetings outings conferences and other leadership events.
• Corporate & Legal Administration: Support the Executive Team and corporate counsel with confidential research document preparation legal coordination contracts records and other corporate matters.
• Financial & Expense Administration: Process and coordinate corporate invoices executive expenses credit card and Concur reporting budgets reconciliations donations pledges sponsorships and related Accounting activities.
• Corporate Programs & Vendor Management: Oversee key corporate programs and vendor relationships including corporate travel cell phones uniforms subscriptions and memberships business services employee stores sports tickets UPS/Amazon accounts and other executive office services.
• Community & Corporate Giving: Coordinate corporate donations sponsorships charitable commitments the Lyden Family Foundation and related programs and records.
• Corporate Property Aviation & Facilities Support: Coordinate administration of the corporate condominium office security and access office services executive fleet services and corporate aircraft operations including scheduling records vendors invoices insurance registrations and compliance requirements.
• Communication & Relationship Coordination: Serve as a professional liaison between the Executive Team and internal and external stakeholders including employees customers vendors professional organizations community partners and business contacts; coordinate customer inquiries and facilitate timely resolution.
• Records Compliance & Special Projects: Maintain accurate and confidential corporate records and documentation and support special projects and other business needs as directed by the CEO or Executive Team.

Requirements

• Exceptional organizational time-management and prioritization skills with the ability to manage multiple complex and time-sensitive responsibilities.
• Strong attention to detail accuracy follow-through and ability to anticipate needs and proactively resolve issues.
• Excellent written and verbal communication skills with a professional presence and ability to interact effectively with executives employees vendors customers and external partners.
• Demonstrated discretion sound judgment and ability to maintain confidentiality when handling sensitive executive legal financial and business information.
• Ability to work independently exercise initiative and make appropriate decisions while keeping executive leadership informed.
• Strong proficiency with Microsoft Office Suite and the ability to quickly learn and manage multiple technology platforms systems and vendor accounts.
• Strong administrative and financial skills including invoice processing expense reporting reconciliation budget tracking and vendor coordination.
• Ability to adapt to changing priorities and work occasional evenings weekends or outside normal business hours based on executive and business needs.
• Notary Public commission or ability to obtain and maintain a commission preferred.

Education and Experience:

• Associate or bachelors degree in business administration communications executive administration or a related field preferred.
• Minimum of 5 years of progressively responsible administrative executive assistant office management or related experience.
• Previous experience supporting senior executives or an executive leadership team strongly preferred.
• Experience coordinating complex travel meetings events vendors budgets and confidential business matters preferred.
• Experience managing multiple corporate programs vendor relationships or administrative functions preferred.
• Experience working with private aviation FBOs or corporate aircraft is preferred but not required.

Physical Requirements:

• Ability to sit and work at a computer for extended periods.
• Ability to frequently communicate in person by telephone and through electronic communication.
• Ability to occasionally lift and carry office supplies files packages or other materials weighing up to 25 pounds.
• Ability to move throughout the office and attend meetings and events as required.
• Ability to perform repetitive hand and wrist movements associated with computer and office equipment use.

Work Environment:

• Primarily office-based in a professional corporate environment.
• Regular interaction with executive leadership employees vendors customers professional advisors and external organizations.
• Work may occasionally occur outside of normal business hours to support executive schedules meetings events travel or other business needs.
• May work in a variety of environments when coordinating corporate events Board meetings travel aviation activities or other company functions.

Required Travel:

• Occasional travel may be required to support executive meetings Board meetings conferences company events and other business activities.
• Travel may include commercial air travel and coordination of private aircraft/FBO travel.
• Occasional travel outside of normal business hours may be required based on executive and company needs.

TrueNorthis an equal opportunity employer and considers applicants without regard to race color religion sex national origin age disability veteran status sexual orientation or any other legally protected class.

Required Experience:

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