Job Title: Executive Assistant
Location: Baltimore, MD (Hybrid role: Resource is required to report in person 4 days/week. Location: Primarily Canton and Merriweather. Occasionally MetSquare.)
Duration: 5 Months+
PURPOSE:
The Executive Assistant II provides high-level, high-quality administrative and organizational support to the Executive Vice President, performing a wide variety of administrative functions. The Executive Assistant II develops relationships with key stakeholders within the division and throughout the company, using excellent interpersonal skills to solve problems and manage multiple priorities in support of their executive and the success of their division and the broader company. Works with minimal supervision and has latitude with independent judgement.
ESSENTIAL FUNCTIONS:
45% Maintain the Executive Vice President’s work schedule and appointment schedule by planning and scheduling internal and external meetings, conferences calls, conferences, and travel. Assist the Executive Vice President prepare for meetings by putting together agendas, executive level presentations, and reports. Establish and maintain project tracking system to support the Executive Vice President in establishing priorities and meeting critical deliverables.
15% Tracks and coordinates with staff to ensure completion of all action items for the Executive. Communicate effectively with all levels of associates, including Executive Staff and their Executive Assistants. Facilitate communication between Executive Vice President and direct reports. This includes creating an atmosphere in which timely and high-quality information flows smoothly both up and down the organization and encourages open expression of ideas and opinions.
15% Attends meetings as necessary and/or required; records action items and distributes, as necessary. Supports off site meetings and conferences sponsored by the executive. Plan and attend external meetings - to include site review and selection of caterers, etc., while staying within specified budget.
10% Coordinates requirements with executive staff at other locations. Coordinate executive communications, including taking calls, responding to incoming emails or other forms of electronic communications, and interfacing with internal and external visitors and business partners, including Board Members. Analyse and prioritize all correspondence and communication, directing inquiries to appropriate areas in an effective and efficient manner. Maintains reimbursement files for the budget. Provide historical reference by developing and maintaining an organized filing and retrieval system for paper and electronic documents, recording meeting discussions and distributing minutes to key stakeholders.
10% Works in an unsupervised capacity.
5% Complete special projects in a timely and efficient manner. Put tools and processes in place to ensure that Senior Vice President/Executive Vice President meets critical project deadlines and deliverables and is fully prepared for all planned meetings. Perform other general administrative duties including but not limited to ordering supplies and assisting the Vice President with expense reports and business-related financial record keeping.
Qualifications
Experience: 7 years’ experience supporting executive level management.
Top 5 Required Skills:
1. Managing a very challenging calendar with both internal and external engagements.
2. Triage/Managing inbox, surfacing things for approval
3. Drafting/polishing communications (mainly external) following conversations
4. Providing on-site support to Ricardo (4 days/wk) (i.e., printing materials, pulling together materials needed for meetings/engagements, reminders for travel time needed for meetings/engagements etc.) Ricardo works primarily in Merriweather and Canton locations but also sometimes DC.
5. Conference/work travel - coordinating Travel/submitting expenses
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