Executive Administrative Assistant

Position Summary:

Seasoned professional who combines an overall understanding of an Executive's day-to-day responsibilities while working with minimal supervision, exercising independent judgment and maintaining confidentiality. Understands the requirement for flexibility and accommodates shifting priorities while representing and supporting the Executive in planning, directing, managing and coordinating the Corporation's views and interests. The goal is to provide relief to the Chief Executive Officer (CEO) of administrative functions in order to increase the time available for executive level responsibilities.

Essential Responsibilities:

- Manage Senior Executive's calendar and appointments.

- Initiate travel arrangements, create detailed itineraries (as needed with alternative travel to help accommodate travel needs).

- Outstanding organization skills with time management, maintaining files, confidential information, and issue specific files.

- Discrete/respectful with a high level of integrity and ethics.

- Must have a high level of detail orientation.

- Prepare, review, and track invoices and expense reports.

- Serve as a point of contact for corporate staff and clients.

- Facilitate the Executive's accessibility and open lines of communication with staff.

- Screen incoming telephone calls and greet visitors.

- Plan and manage events, coordinate meetings, and conference schedules.

- Develop and maintain contact list for Executive's business engagements.

- Answer/screen telephone calls, arrange conference calls, manage call back list.

- Read and route incoming mail, prepare e-mail and correspondence as needed.

- Compose and format documentation including letters, briefing books, communications to staff and staff meeting minutes.

- Coordinate a variety of resources, obtain information for special projects.

- Create presentations and create/maintain spreadsheets and databases.

- Maintain personnel files, schedule performance, and salary reviews.

- Complete weekly status reporting based on requirements.

Other Functions:

- Special projects as requested.

- Perform other duties as assigned.

Minimum Requirements:

- 6-10 years' experience in an Executive Administration role or Executive Assistant providing support to a top-level executive.

- Ability to multi-task in a fast-paced environment.

- Excellent communication skills, written and verbal.

- Proficiency in Microsoft Applications including PowerPoint, Outlook, Outlook Calendar, Excel and experience with Concur to book travel would be a plus.

- Highly experienced in making travel arrangements both domestic and international.

- A willingness to work evenings and weekends as needed.

- Required to have/carry a Transportation Worker Identification Credential (TWIC) card when on maritime facilities and vessels. Otherwise, an escort with a valid TWIC card is required.

Education:

- Associate's degree or its equivalent with at least 4 years of experience in the field or in a related area required

Working Conditions:

- Must be able to occasionally lift as much as ten (10) lbs.

- May be required to sit and review information on a computer screen for long periods of time.

- May require repetitive motions of the hands and wrist related to writing and typing at an electronic keyboard.