Job Description
Executive Assistant
- Schedule: Full-time; standard hours 8:00 AM – 5:00 PM
- Hybrid: 3–4 days onsite, 1–2 days remote (based on performance and department needs).
- Compensation: $75K–$80K annually
- Term: Through end of year, with potential for permanent placement.
The Executive Assistant will provide critical support to the Chief Legal Officer (CLO) and Chief Human Resource Officer (CHRO). Approximately half of the role will focus on scheduling, calendar management, correspondence, meeting preparation, and maintaining confidential files. The remaining time will be dedicated to supporting department initiatives, assisting team members with projects, tracking progress through Excel, and gathering research and documentation. This role is essential in ensuring the department stays aligned with goals and meets key deadlines.
Responsibilities
- Proactively manage executive calendars, contacts, and scheduling.
- Serve as liaison between the CLO, CHRO, managers, and internal/external stakeholders.
- Draft and distribute meeting notes, letters, emails, and correspondence.
- Arrange travel, manage calls, and relay messages.
- Prepare and maintain accurate expense reports, including coding and receipts.
- Support employee onboarding (equipment, software, and access setup).
- Manage departmental supplies and invoice coding.
- Create and maintain team organization charts.
- Coordinate and budget for departmental outings/events.
- Support budget activities and meeting scheduling.
- Provide general administrative support, including filing, copying, presentations, travel, and expenses.
- Prepare quarterly Board of Directors materials.
- Provide backup coverage for other Executive Assistants, as needed.
- Coordinate meetings and support department communications.
- Develop and maintain Excel spreadsheets to track projects (including graphics, pivot tables, and formulas).
- Conduct research and compile documentation for department projects.
- Create and update PowerPoint presentations with graphics and animations.
- Run monthly departmental expense reports.
- Assist with preparation for and participation in internal meetings.
Working Relationships
Internal: All members of Legal, HR, and other business units.
External: Banks, auditors, and external stakeholders for meeting coordination.
Job Requirements & Qualifications
Education
- Minimum: Associate’s Degree
- Preferred: Bachelor’s Degree
Experience
- Minimum: 5+ years as an Executive Assistant
- Preferred: Customer service experience a plus
Skills & Competencies
- Strong written and verbal communication skills.
- Self-starter with excellent problem-solving abilities and attention to detail.
- Professional, proactive, and calm demeanor.
- Exceptional organizational, time management, and project management skills.
- Ability to build strong working relationships across all levels of the organization.
- High proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint).
- Adobe Acrobat experience preferred.