Executive Assistant V

In addition to the responsibilities listed below, this position is also responsible for incorporating strategic objectives when organizing department workflow; conducting strategic planning to enable administrative support to senior leadership; coordinating, budgeting, and expensing intricate executive calendars and travel arrangements; escalating executives complex issues that require immediate attention and resolving highly complex issues with the executives best interest in mind; anticipating, accommodating, and planning for the executives upcoming needs, with the future of the organization in mind; acting as a senior proxy for executives in meetings or communications independently; developing and delivering complex executive summaries and presentations in meetings; drafting and distributing details of highly confidential and critical nature with discretion and cautionary judgement upon request; and representing the executive and making complex commitments on their behalf when interfacing with internal and external contacts.

• Promotes learning in others by communicating information and providing advice to drive projects forward; builds relationships with cross-functional stakeholders. Listens, responds to, seeks, and addresses performance feedback; provides actionable feedback to others, including upward feedback to leadership and mentors junior team members. Practices self-leadership; creates and executes plans to capitalize on strengths and improve opportunity areas; influences team members within assigned team or unit. Adapts to competing demands and new responsibilities; adapts to and learns from change, challenges, and feedback. Models team collaboration within and across teams.


• Conducts or oversees business-specific projects by applying deep expertise in subject area; promotes adherence to all procedures and policies. Partners internally and externally to make effective business decisions; determines and carries out processes and methodologies; solves complex problems; escalates high-priority issues or risks, as appropriate; monitors progress and results. Develops work plans to meet business priorities and deadlines; coordinates and delegates resources to accomplish organizational goals. Recognizes and capitalizes on improvement opportunities; evaluates recommendations made; influences the completion of project tasks by others.


• Plans for long-term complex information dissemination projects by: creating complex presentations, handouts, reports/spreadsheets, graphics, status reports, resource management reports, and other deliverables; writing complex and detailed correspondence (e.g., letters, reports, confidential documents) to staff, managers, and external members/providers, independently; labeling, sorting, and maintaining the integrity of department files; utilizing a variety of software and databases to retrieve required information to write complex detailed reports; and updating department documents to ensure integrity routinely.


• Executes the interrelated work flow of the department independently by: assisting in the resolution of complex requests that require a high level of initiative and discretion from senior managers on an ad-hoc basis; independently anticipating and offering assistance for complex business needs (e.g., manager email requests) that require support; operating standard office equipment (e.g., email, fax, xerox); proactively maintaining and providing suggestions with improvements to databases and websites; ensuring shared equipment and services are functioning and stocked and overseeing junior members in maintaining employee work environment resources (e.g., space assignment, computer) in alignment with budgetary policies and escalating inventory issues; receiving, screening, and referring complex incoming and outgoing emails, calls, and visits to the appropriate staff member; research time card issues and provide recommendations to management; assisting in new staffing onboarding activities; nd leveraging the HR information system to proactively maintain knowledge of the contract language, complex pay practices (e.g., travel, shift differentials), and changes to job functions, job descriptions, and role goals.


• Contributes to event coordination by: efficiently developing relationships with leaders assistants and an understanding of organizational hierarchy to leverage when coordinating, calendaring, and facilitating meetings complex meetings for a wide variety executive leaders, independently; aiding in complex meeting facilitating through monitoring attendance, building the agenda, creating/compiling the presentation for flow, driving meeting participation and discussion, and carrying through follow up actions/requests; and finding and booking meeting rooms appropriate for complex audiences and meeting objectives, with minimal oversight.


• Contributes to event execution by: researching, planning, and arranging large-scale events independently; organizing complex travel arrangements large, complex events for department head and/or multiple managers; organizing large-sized group meetings and conferences with complex schedules; providing on-site coordination for complex issues; ensuring complex coordination and execution of audio-visual equipment, conference rooms, and catering for events, independently; and evaluating the agenda, meeting minutes, and meeting summaries, generating and ensuring action item follow through, and coordinating high-stakes guest presentations in department meetings or large team meetings.


• Plans for long-term contributions to department budget by: applying complex strategies to independently processes complex invoices and resolve intricate discrepancies; acting as a point of contact for vendors to reconcile expenses; and identifying, resolving, and reporting unresolved variance in moderately complex expense reports for management.


• Plans and troubleshoots vendor management activities by: communicating and resolving complex information with vendors regarding member or internal goals or issues; drafting proposals with vendors or sponsors on teams behalf; and negotiating complex vendor agreements (e.g., caterers, hotels) to obtain best value.


• Plans for effective development of strategic data maintenance and management by: integrating department data and documentation retention policies into all products; researching and collecting information needed to complete project tasks and results; and creating standard and nonstandard reports presentations and handouts from data insights, independently.