Executive Administrator

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The ideal candidate will be experienced in handling a wide range of administrative and executive support related tasks and will be able to work independently with little or no supervision. This person must be exceedingly well organized, flexible and enjoys the administrative challenges of supporting a small office of diverse people and programs.

MUST HAVE:

• 5+ years experience supporting at the executive level
• Excellent calendar management skills including coordinating complex executive meetings
• Ability to interact with staff (at all levels) in a fast paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality
• Strong knowledge of MS Outlook and Word and basic knowledge of Excel and PowerPoint
• Proven experience in prioritizing and managing multiple projects simultaneously, and following through on issues in a timely manner
• Willing to own unanticipated tasks within our diverse support team which means wearing many different hats and working as a valuable and dedicated team member

STRONGLY PREFER:

• Professional and friendly customer phone service as well as strong work ethic and detail oriented
• Ability to work in a team environment as well as independently
• Bachelor’s degree

The Executive Administrator responsibilities include (but are not limited to) the following:

• Be responsible for heavy calendar management (researching, chasing, proposing, confirming and rescheduling) , requiring interaction with both internal and external executives and assistants, as well as consultants, to coordinate a variety of complex executive meetings
• Answer phones and direct all incoming calls to appropriate party promptly and efficiently
• Communicate and handle incoming and outgoing electronic communications on behalf of the Partners
• Assist Partners with preparation of presentation materials
• Review and summarize miscellaneous reports and documents; prepare background documents and outgoing mail as necessary
• Arrange travel schedule and reservations for executive management as needed
• Work closely with the Partners to coordinate and launch hard copy or email campaigns to consultants, clients and potential clients
• Work closely with the other administrative support team members to secure a steady work flow when one member has low bandwidth or may be absent
• Respond to all miscellaneous requests from consultants and others, ie: securing unique dial-in requests for project calls and assisting in all project and business developement related tasks
• Assist appropriate partners with all requests from personal management to ongoing needs ranging from expense reports to handling doctors appointments
• Take on any unique project based work as required. Cost Savings inquiries, searching for leads, retrieving information from various databases and transcribing and formatting notes
• Make yourself available for requests during off hours to best accommodate a fast paced and ever changing work environment
• Coordinate lunch when necessary
• Learn, anticipate and showcase a clear understanding of partner needs from preferences to conflicts
• STAYING CALM COOL AND COLLECTED throughout a demanding and intense workday!

INTERESTED? Please send your resume to Laura Gonzalez AND indicate how your experience relates to each of the “Must Have” and "Strongly Prefer" qualification categories above.