Executive Assistant

SUMMARY:

The Executive Assistant plays a critical role in maximizing the efficiency and effectiveness of senior leadership by providing high‑level administrative, organizational, and communication support. Serving as an extension of the President and Regional President, this position requires strong judgment, proactive problem‑solving, and the ability to manage sensitive information with absolute confidentiality.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Acting as the main point of contact between the executives and internal/external clients
• Produce presentations and briefs with a high degree of autonomy
• Complete and submit expense reports and other financial reports for executives
• Collects and analyzes data for implications regarding budget, project, and/or program initiatives.
• Prepare and edit correspondence from executives to internal/external clients
• Proactively updating communication and documentation from year to year.
• Anticipate, plan, and refresh recurring events and activities, ensuring timely communication and sustained engagement.
• Provide support in planning, organizing, and facilitating meetings as needed
• Coordinate and attend conventions and events, manage vendor interactions, and serve as the primary greeter for internal/external clients at the welcome booth.
• Demonstrates strong foresight regarding issues and opportunities before they arise.
• Manage complex calendars, schedule meetings, and coordinate appointments.
• Coordinate and manage all travel plans for executives.
• Prepares agendas, notices, minutes, and resolutions for corporate meetings and associated internal Boards.
• Support coordination of regional initiatives, performance reviews, and cross‑functional projects.
• Track key deadlines, deliverables, and strategic priorities across the region and office.
• Maintain confidentiality and exercise discretion with sensitive information
• The ability to work well with all levels of leadership, teammates, vendors, clients, and carriers.
• Screen calls for the President and the Regional.
• Continue professional development.
• Other duties as assigned

COMPETENCIES:

To perform the job successfully, an individual should demonstrate the following competencies to perform the essential functions of this position.

• QUALITY OF WORK - Work is accurate, thorough, and neat. Is attentive to details and demonstrates effective organizational skills.
• PRODUCTIVITY - Able to effectively handle the volume of work required for the position without sacrificing accuracy or timeliness. Efficiently manages multiple tasks and priorities.
• RELIABILITY - Consistently meets deadlines, follows up to ensure tasks are thoroughly completed and can be counted on to meet commitments.
• CONTINUOUS IMPROVEMENT – Understands what needs to be accomplished and seeks opportunities to improve own or departmental work processes and to better utilize technology.
• INITIATIVE - Identifies new and/or additional tasks and duties. Is able to work independently, prioritize, and takes ownership. Knows when to ask questions and request help.
• INTERPERSONAL RELATIONSHIPS - Develops and maintains strong, supportive relationships both internally and externally. Is cooperative, professional and positive in all interactions.
• COMMUNICATION SKILLS - Communicates clearly and accurately using written, verbal and electronic methods.
• ADAPTABILITY/FLEXIBILITY - Effectively handles changes and/or interruptions and demonstrates a willingness to adapt to new situations, priorities and tasks. Able to adjust approaches to reach a desired outcome.
• BALANCE - Effectively manages personal feelings and emotions, especially in situations involving crises or conflicts.Functions in a controlled manner when under stress.
• ATTITUDE - Exhibits an attitude which is positive, open to new ideas, and committed to achieving the desired results.
• LANGUAGE SKILLS - Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers and the general public.
• MATHEMATICAL SKILLS -Ability to work with mathematical concepts as well as basic addition, subtraction, multiplication and division. Ability to apply concepts such as fractions, percentages, ratios and proportions to practical situations.
• REASONING ABILITY- Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form.

EDUCATION & EXPERIENCE REQUIRED:

• Bachelor’s Degree (BA/BS) in the business field is preferred with three (3) years of related experience as an Executive Assistant; other combinations of work and/or education will be considered.
• Intermediate to Expert Microsoft Office skills - Specifically, PowerPoint and Excel
• Strong organizational/time-management skills
• Strong computer and Internet research skills
• Flexibility
• Professional/courteous demeanor
• Project coordination experience