Executive Assistant

GENERAL SUMMARY

• The Executive Assistant performs a wide array of high level executive administrative and operational support duties, including collaborating with executive leaders and other Executive Assistants across the organization. This role functions within a centralized administrative support model, providing consistent and coordinated support to executive leadership. Reports administratively to the Manager, Executive Support, with day-to-day functional support provided to assigned SVP or VP- level executive leadership.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Maintains complex executive calendars and coordinates meetings to ensure the most efficient and effective use of time.

• Performs a variety of administrative activities to ensure the smooth and efficient operation of the assigned executive offices.

• Organizes and tabulates data, often of a highly confidential nature using MS Office and/or other related productivity tools effectively.

• Prepares, edits, proofreads and distributes policies, memorandums, letters and other office correspondence at the request of the executive(s).

• Assists executive(s) in time management by ensuring meetings begin and end on time, building travel time into the scheduling and minimizing interruptions.

• Compiles meeting agendas and gathers information from multiple sources (including from other Executive Assistants) and ensures that materials are assembled and distributed in a timely manner.

• Coordinates internal and external meeting arrangements such as invitations/registration process, facility arrangement, technology coordination and related logistics, including support for virtual and hybrid meetings.

• Screens incoming telephone calls, takes and delivers accurate messages, responds to requests by gathering and providing information and referring non-routine calls to the appropriate staff.

• Maintains adequate office supplies and office equipment.

• Maintains accurate and up-to-date documents for ease of access and retrieval.

• Maintains expense reporting and filing, including PCARD and travel arrangements.

• Works collaboratively with other Executive Assistants under the directions of the Manager, Executive Support to balance workload, provide coverage, and ensure continuity of executive support.

• Exercises sound judgement and discretion in prioritizing requests, managing competing demands, and determining when matters should be escalated.

• Performs other duties as assigned.

LICENSES AND/OR CERTIFICATIONS

• Required Licenses and/or Certifications

  • None required.

• Preferred Licenses and/or Certifications

  • None preferred.

MINIMUM EDUCATION AND EXPERIENCE REQUIREMENTS

• Required Education and Experience

  • High school diploma or GED or equivalent required.

  • Four years of executive level support experience required.

• Preferred Education and Experience

  • Relevant college coursework or degree preferred.

• Required Knowledge, Skills and Abilities

  • Advanced proficiency in Microsoft Office productivity tools, including Outlook, Word, Excel and PowerPoint.

  • Strong oral, written and professional interpersonal communication skills, including following through on outstanding matters.

  • Strong multi-tasking, organizational, time and project management skills and must be detailed oriented.

  • Proficient in being discreet and maintaining confidentiality with a high degree of tact and integrity.

  • Must be comfortable performing all work in a CHKDHS onsite office environment.

  • Must represent the organization and executive(s) in a positive manner.

  • Demonstrated ability to operate in a fast-paced and dynamic environment.

  • Demonstrated ability to work effectively within a centralized, team-based administrative support structure.

WORKING CONDITIONS

• Normal office environment with little exposure to excessive noise, dust, temperature and the like.

PHYSICAL REQUIREMENTS

• Click here to view physical requirements.