The Executive Assistant is responsible for assisting the executive team with administrative tasks to ensure a professional, responsive and efficient work experience.
The Executive Assistant reports directly to the CEO and performs multiple support functions for the other members of the executive/leadership team. The Executive Assistant works with multiple UPC teams to assist with day-to-day operations.
Coordinate complex domestic and international travel for multiple executives
Maintain company organizational chart, coordinating and reconciling multiple departments monthly, or as needed
Complete and submit accurate expense reports in a timely manner
Review and approve expense reports for executive team's direct reports
Provide calendar management for multiple executives, prioritizing inquiries and requests while troubleshooting conflicts
Prepare the company's Strategic Planning books
Maintain confidentiality and use a high degree of discretion
Handle all calls and visitors with professionalism
Support and enhance the UPC culture by maintaining a positive demeanor each day
Additional administrative tasks, as assigned
Associate degree with 5 or more years of experience supporting multiple executives and board members or Bachelor's degree in a business-related field with 3 or more years of experience supporting multiple executives and board members.
To perform the job successfully, an individual should demonstrate the following behaviors:
Self-Management: (Adaptability/Flexibility, Stress Tolerance, Autonomy); adapts readily to changes in routine; works effectively in stressful situations; requires limited guidance and direction; is comfortable working in a fast-paced environment; is reliable and dependable; is results-oriented; maintains productivity and composure under pressure; views problems as opportunities to create solutions.
Possesses ability to organize and follow-through on multiple tasks, recognizes and attends to important details with accuracy and efficiency, effectively prioritizes. Works to complete goals, tasks and plans, anticipates potential problems and analyzes alternative solutions.
Motivation/Initiative: Motivated and curious, willing to ask questions, research issues and take on challenging projects/assignments; creative, brings new ideas to the table, exhibits self-confidence. Has strong achievement motivation and tenacity.
Diagnoses problems efficiently; gathers sufficient input before making decision or plans; quickly determines sources of problem, identifies information needed to solve problem and analyzes alternative solutions, communicates issues and decisions effectively to team.
Interpersonal Style: (Interpersonal Skills, Communication, Teamwork); develops/maintains effective working relationships; listens attentively to others; communicates ideas clearly (written & verbal); relates to people in an open/sincere manner; participates effectively in meetings; assists in finding solutions as well as identifying problems; communicates appropriately with supervisor, managed staff and co-workers. Able to manage other individuals and maintain calm and reliable demeanor in the face of challenges.
Customer Orientation: Sensitive & responsive to internal and external customer needs; demonstrates skills in customer services and satisfaction; maintains a positive attitude, willing to listen to customer problems and seeks solutions; stays in tune with changing needs of customers.
Computers, calculators, telephones, binding machine, various smart technology
The Executive Assistant will be required to occasionally run offsite errands, so a valid driver's license and reliable transportation are required. This is an in-office position.
Professional appearance, excellent hearing and speaking skills are required as face-to-face and telephone contact with the company's customers, employees and board members is frequent and extensive.
This description is an outline of the major recurring responsibilities of the job. It is not intended to be all-inclusive of the work performed. The incumbent will typically perform other projects and special assignments.