Executive Administrative Specialist I

ob Description

The Executive Administrative Specialist I serves as the primary point of contact for internal constituencies on all matters pertaining to the senior executives they support.

The Executive Administrative Specialist I must be creative and enjoy working within a small, entrepreneurial, technology-driven environment that is mission-focused, results-oriented, and community-minded. The ideal candidate will demonstrate sound judgment in a variety of situations and possess strong written and verbal communication, administrative, and organizational skills, with the ability to maintain a realistic balance among multiple priorities. The Executive Administrative Specialist I will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

Roles and Responsibilities

Executive Support

Completes a broad range of administrative tasks for supported executives, including managing calendars, preparing expense reports, drafting and preparing confidential correspondence, arranging travel plans and itineraries, and compiling documents for travel-related meetings.

Plans, coordinates, and ensures executive schedules are followed and respected.

Communicates directly with employees and external stakeholders regarding matters related to the executives' work.

Follows up on incoming issues and concerns addressed to executives, including those of a sensitive or confidential nature.

Works closely and effectively with assigned executives to keep them informed of upcoming commitments and responsibilities.

Prioritizes conflicting needs; handles matters proactively and expeditiously; and follows through on projects to successful completion, often under deadline pressure.

Files and retrieves corporate documents, records, and reports; opens, sorts, and distributes incoming correspondence, including email as needed.

Prepares expense reconciliations and partners with internal accounting teams.

Maintains and updates filing systems and retrieves information as needed.

Leads, plans, and assists with scheduling, planning, and executing offsite events for employees and external guests; coordinates with Facilities and IT to ensure technical, audiovisual, and visitor requirements are met for meetings and events.