Executive Assistant

March Of Dimes Arlington , VA 22201

Posted 3 months ago

  • Ensure smooth performance of the daily operations for senior executive.

  • Manage all calendar items including but not limited to: internal/external meeting requests, travel, speaking engagements, media opportunities, etc.

  • Take the initiative to troubleshoot calendar-related conflicts and coordinate with the Chief of Staff on solutions.

  • Develop and manage a system of review to prioritize incoming communications including invitations and meeting requests.

  • Ensure urgent and priority correspondence and matters are communicated in a timely and effective manner .

  • Assist in the management of communication to the National Board of Trustees, and the execution of quarterly Board meetings.

  • Develop, gather and create presentations for intenal/external presentations inclusive of managing and overseeing all edits, proofing and formatting.

  • Prepare and organize all briefing material and itineraries for all meetings.

Position Qualifications

2 to 4 years of relevant experience required.

Bachelor's degree required.

Fully proficient in the full range of the Microsoft Office Suite and the Internet as a research tool. Advanced PowerPoint skills and intermediate/advanced Excel skills are required for this position.

Ability to produce excellent work product under firm time constraints; prioritize and manage multiple simultaneous assignments.

Strong communication and interpersonal skills; solid proofreading and grammatical skills. Ability to organize files and materials according to office needs. Ability to organize and/or arrange travel meetings, agendas, work flow in an efficient manner.

Ability to work quickly and accurately with a strong attention to detail. Exceptional organizational skills, and ability to anticipate what is needed in advance. Ability to work independently and make independent decisions.

  • Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities.

  • Please view Equal Employment Opportunity Posters provided here.

icon no score

See how you match
to the job

Find your dream job anywhere
with the LiveCareer app.
Mobile App Icon
Download the
LiveCareer app and find
your dream job anywhere
App Store Icon Google Play Icon

Boost your job search productivity with our
free Chrome Extension!

lc_apply_tool GET EXTENSION

Similar Jobs

Want to see jobs matched to your resume? Upload One Now! Remove
Executive Assistant


Posted 1 week ago

VIEW JOBS 1/10/2020 12:00:00 AM 2020-04-09T00:00 Job Summary The Executive Assistant will provide high-level administrative and logistical support in a fast-paced environment to one or more executives (VP or ET member). The incumbent will display a professional and polished demeanor and will exhibit an exceptional commitment to accuracy, detail, and follow-up. The incumbent will handle confidential information and exercise sound judgment and discretion. The Executive Assistant may provide support to multiple executives and across multiple functional areas; specific responsibilities will vary accordingly. Responsibilities * Proactively manage an extremely active and dynamic calendar of appointments with employees and clients at all levels. Ensures schedule is feasible and makes efficient use of executive's time by serving in 'gatekeeper' role for direct access to the executives' time and offices and by reading, researching, and routing correspondence and documents. * Uses current office applications and technologies to create and edit a variety of presentations, reports, documents and correspondence. * Coordinate travel arrangements - ensure travel dates are correct and prepare itineraries; make reservations for transportation, lodging and meeting rooms; confirm arrangements; prepare agendas; and compile documents for travel-related meetings. Prepare American Express expenses accounts and out-of-pocket expense accounts. * Schedules meetings with internal and external staff. Prepares agenda, coordinates participants/speakers, reserves conference rooms, performs set-up for videoconference and web-based meetings, organizes pre-meeting materials, and catering. Tracks follow-up items for various meetings. * Performs duties according to needs of functional area. Duties may include coordinating departmental events and activities, on-boarding new staff, initiating purchase requisitions, submitting invoices, tracking budget or updating departmental information on company portal. Performance of duties may require use of shared drives or applications such as Concur. * Supports special events, including but not limited to conferences/usergroups/booths. * Manages specialized projects and performs complex duties as assigned. Projects/duties may include reviewing documents for compliance with guidelines, generating legal agreements, supporting contract administration processes or compiling and analyzing data. Performance of duties may require the use of applications such as Salesforce and may require routing and coordination with other staff in the process chain. * May serve as a liaison to external vendor(s) or as a participant on internal committees. * Distributes documents to department employees such as staff calendars or task assignments; scans or photocopies documents as necessary; ensures documents are received by appropriate employees. * Handles incoming/outgoing correspondence, including those of a confidential nature * Answers incoming calls; researches and responds to inquiries; escalates and/or routes calls to appropriate personnel as necessary. * Maintains office supplies for the area. Orders specialized items as needed. * Responsible for confidential and time-sensitive material * Occasional back-up support of reception desk * General administrative support and related duties as assigned * Provides guidance to less experienced administrative staff Qualifications Basic Requirements: * High School Diploma plus 5 years experience as an administrative assistant * Experience in administrative support at the C-Suite executive level * Experience coordinating travel and events * Proficient in the use of Microsoft Office (PowerPoint, Outlook, Excel, Word) * Demonstrated ability to maintain a high degree of confidentiality Preferred Qualifications: * Post-secondary training in secretarial/administrative courses * Experience with Salesforce.com Physical and Mental Requirements While performing duties of this job, employees are regularly required to sit, walk and stand; to talk or hear, both in person as well as through telephone; use hands repetitively to handle, feel or operate standard office equipment. Additionally, this job requires certain mental demands, including the ability to use judgement, withstand moderate amounts of stress and maintain attention to detail. Surescripts is proud to be an Equal Employment Opportunity and Affirmative Action employer. We do not discriminate on the basis of race, color, religion, age, national origin, ancestry, disability, medical condition, marital status, pregnancy, genetic information, gender, sexual orientation, parental status, gender identity, gender expression, veteran status, or any other status protected under federal, state, or local law. Surescripts participates in E-Verify. Surescripts Arlington VA

Executive Assistant

March Of Dimes