Summary of Overall Job:
Provide executive administrative support to the following executives: Senior Vice President, Events and Senior Vice President, CDG & CDE. In addition, provides travel expenditure reconciliation for Vice President CDE, and Vice President, Research
Essential Duties:
Executive Assistant Duties for Senior Vice President, Events and Senior Vice President, CDG & CDE:
Full coordination and management of schedules:
- Maintaining and updating calendars and schedules by setting up phone calls, coordinating meetings internal & external; sending and replying to emails upon request.
- Reaching out to individuals inside and outside the company to schedule meetings.
- Keeping the Executives on time throughout their day with meetings, gathering up people as needed so the meetings start on-time, giving 5 min notice reminder for the next meetings when they are scheduled back to back, etc. Dialing into phone calls as needed to take notes or to inform participants of any attendance changes.
- Handling all logistics for internal meetings run by the Executives by setting up the meeting room, organizing refreshments, ensuring there is an agenda and all attendees & their roles are coordinated, etc.
- Help the executives by being a proxy internally to help them get things internally pushed through.
- Keep track of all cycles the Senior Vice Presidents has on their plate and put it into a daily list.
Full Coordination and Management of Travel
- Manage travel for the SVP’s. This includes scheduling when travel should be booked in advance of the trip, booking flights, hotel, rental car reservations, managing all rewards, miles and points programs, managing travel credits and travel profiles.
- Create travel documents with a summary of travel logistics prior to each trip.
Represent the Office of the Senior Vice Presidents
- As needed, send email from SVP email addresses to government officials as requested by Chief of Staff, program managers, event directors, event managers.
- As needed, draft email for SVP review as requested by Chief of Staff, program managers, event directors, event managers.
- As needed, support for CDG/CDE events – calendar invites, response tracking (thank you notes, invites – already mentioned in description), if requested by Chief of Staff or program manager
- Assist with other duties as time permits and at the direction of the Director, Content Studio.
Other:
- Monthly Concur travel expense reconciliation for the following:
- Senior Vice President Events
- Senior Vice President CDG & CDE
- Vice President, Research
- Vice President, CDE
Skills/Qualifications:
- Excellent verbal and written communication (daily)
- Highly organized
- Ability to handle many projects and cycles at once
- Quick- minded – can predict, or research, and perform the next steps of a process
- Reliability – can work independently whether your senior is in or out of office
- Ability to maintain confidentiality
- Familiar with working in remote work environment. Must be in a work environment with reliable Internet access, home office facilities, quiet, without distractions
- Customer service oriented. Ability to work with government and industry clients.
- Team oriented. Ability to work across the company.
- Resourceful – keeps waste to a minimum
- Persistent – willing to follow up on tasks that have not yet been performed and questions that have not yet been answered.
- Prior experience in EA role
- Proficiency in MS Office (Word, Excel etc.) and Outlook; capability to use the Internet and copy, fax, and use postage machines. Experience with MS PowerPoint would be preferred but not required
- Basic understanding of Salesforce or have prior experience
- Must be in a work environment with reliable Internet access
Job Type: Full-time
Pay: $60,000.00 - $70,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Vision insurance
Schedule:
- Monday to Friday
Experience:
- Personal assistant: 2 years (Preferred)
- Travel planning: 1 year (Preferred)
- Microsoft Office: 2 years (Preferred)
Work Location: Remote
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