Executive Administrative Asst III

Job Description

The Executive Administrative Assistant III provides highly responsible, diversified and confidential secretarial and administrative support to Senior Executives. Manages the office of Senior Executives and requires comprehensive knowledge of executive operations, policies, practices and personnel.

Depth & Scope

1. Coordinates and facilitates high-level executive functions with wide latitude for independent judgment. Schedules appointments and coordinates arrangements for meetings, conferences and travel itineraries.
2. Performs a variety of duties to conserve the time of the executive, such as keeping personal business bookkeeping records and other personal business items as directed.
3. Exhibits a high level of tact and discretion due to the frequency of high level internal and external contacts.
4. Demonstrates a thorough understanding of executive's job and methods of work.
5. Coordinates and/or supervises office administrative and support personnel, assigning, prioritizing and monitoring work.
6. Assists with numerous highly confidential functions including merger and acquisition early stage meetings and due diligence document organization. Compiles, formats, prepares and distributes Board of Directors and Committee meeting materials, minutes and records. May participate in other Board activities such as Board website, or preparation of annual meeting documents. Tracks Board participation and activity and coordinates payment of fees.
7. Communicates and coordinates with internal departments, community leaders, organizations, shareholders and high-level customers in order to resolve issues and concerns and to relieve executive of administrative details. Follows-up on complaints to ensure their resolution.
8. Researches, assembles and prepares data and special reports, providing analysis and summaries (e.g. SEC research, merger & acquisition or Proxy activity).
9. Conducts projects as assigned such as coordinating regulatory exams.
10. Analyzes complex information requests and determines appropriate action.

Education & Experience

1. Associate's degree and/or Bachelor's degree or progressive work experience in addition to experience below.
2. 4+ years of related experience.
3. Exceptional secretarial and administrative skills.
4. Knowledge of division organization, terminology and operations.
5. Ability to work independently and within a team.
6. Proven organizational skills, with ability to keep others focused, on task and efficient.
7. Excellent communication skills, both written and verbal with ability to work with all levels of the enterprise.
8. Demonstrated PC skills, including proficiency with spreadsheets, reporting tools and presentation software.