Executive Assistant

Task Prioritization: Prioritize and manage multiple tasks simultaneously. Anticipate and prioritize needs and deadlines, proactively addressing needs to ensure timely completion of assignments. Exercise sound judgment in handling urgent matters and escalating issues as appropriate.

Calendar Management: Coordinate and manage executive calendars, including scheduling meetings, appointments, and travel arrangements, while ensuring optimal use of time and resources. Meet daily to review calendars, address conflicts, make judgements and recommendations to ensure smooth day-to-day engagements, and provide information needed for upcoming meetings.

Meeting Coordination: Arrange and coordinate meetings, conferences, and events, both internally and externally. Anticipate information and materials needed prior to meetings and prep Portfolio President as needed. Track action items, responsible parties and due dates as necessary. Ensure meeting rooms are set up and equipped with necessary materials and technology. Follow-up with meeting attendees on meeting prep and post-meeting action items to ensure completion in preparation and follow-up to meetings.

Travel Arrangements: Coordinate complex travel itineraries, including flights, accommodation, transportation, meal reservations, event registrations, stakeholder meetings. Completing expense reports. Anticipate and proactively address any travel-related issues or changes to plans.

Relationship Management: Cultivate and maintain positive relationships with internal and external stakeholders, including executives, colleagues, clients, vendors, industry partners and community members. Serve as a representative of the Portfolio President, demonstrating professionalism and diplomacy in all interactions.

• Bachelor's degree with 6 years of Executive Assistant experience or 10 years in lieu of degree.
• Proven experience as an executive assistant or similar role, preferably supporting senior executives or C-suite professionals.
• Open-minded, creative individual with a high level of energy and enthusiasm.
• Self-starter with the ability to work under minimal guidance and direction.
• Ability to think outside the box and be a problem-solver
• Excellent communication skills, both verbal and written, with a keen eye for detail and accuracy.
• Strong organizational and time management abilities, with the capacity to prioritize tasks and manage competing demands effectively, the ability to multi-task.
• D iscretion and confidentiality in handling sensitive information and dealing with confidential matters.
• Adaptability, patience, situational awareness and flexibility to respond to changing priorities and work well under pressure.
• Strong problem-solving skills, resourcefulness, creativity, and can-do attitude.
• Proven ability to manage conflicting priorities in a fast-paced environment.
• E xcellent interpersonal skills with high energy, positivity and professionalism.
• A willingness to work outside regular business hours as needed.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams, SharePoint) and other relevant software applications, with the ability to quickly adapt to new technologies.
• Demonstrated Skills needed for success in role:
• Ability to handle confidential information appropriately.
• Ability to stay focused, efficient, and effective in managing multiple priorities.
• Professional demeanor and ability to defuse emotional situations in a calm manner.
• Proven ability to work independently to achieve accomplishments.
• Ability to communicate effectively with all levels of employees and outside contacts.
• Energetic with a 'Can do ' attitude.
• Proven ability to effectively collaborate with internal team, cross-functional team, and external parties in a rapidly growing environment.
• Exhibit comfortable interaction with employees at all levels of the organization.