Primary PurposeThe Executive Assistant provides high-level administrative and operational support to the Executive Team, managing executive priorities, communications, schedules, and business activities. This role serves as a trusted partner to executive leadership, exercises sound judgment in handling sensitive and confidential matters, and oversees administrative support functions to help ensure efficient business operations.
Essential Functions- Efficiently manage the calendars of the Executive Team, ensuring optimal scheduling and prioritization of meetings and engagements.
- Handle inquiries and requests with a high degree of judgment and make recommendations to ensure smooth day-to-day operations.
- Act as a liaison, coordinating logistics for executive meetings and events, and providing comprehensive support to the Executive Team.
- Special Projects and Document Production: Assist with special projects, including designing and producing complex documents, reports, and presentations. Prepare information for meetings and manage correspondence.
- Serve as the primary contact for internal and external constituencies, handling matters with high confidentiality and critical importance.
- Facilitate smooth communication between the Executive Team and staff, maintaining credibility, trust, and support.
- Work with the Executive Team to coordinate and support outreach activities.
- Oversee all aspects of office services, including policy development, vendor selection, and procurement of necessary equipment and supplies. Anticipate future needs and assist in office workflow improvements.
- Provide support for organizational events, ensuring successful execution and hospitality.
- Invest in building and maintaining long-lasting relationships both externally and internally.
- Perform other duties as assigned.
SUPERVISORY RESPONSIBILITIESThis position includes supervisory responsibilities, ensuring effective management and development of administrative staff.
QualificationsEDUCATIONMinimum High School or GED; Preferred 2 Year / Associate Degree in Business Administration or related field.
EXPERIENCEMinimum 6 years of administrative experience, with significant executive support experience, including supporting C-level executives.
ADDITIONAL KNOWLEDGE, SKILLS, AND ABILITIES- Diversity, Equity, and Inclusion: Strong ability to execute work with a diversity, equity, and inclusion lens.
- Technical Proficiency: Expert proficiency with Microsoft Office 365, including the ability to design and edit graphic presentations and materials.
- Communication Skills: Exceptional verbal and written communication skills.
- Organizational Skills: Impeccable organizational skills and attention to detail.
- Professionalism: High degree of professionalism in interacting with diverse groups of people, including senior executives and staff.
- Decision-Making: Ability to make informed decisions regarding priorities and time management.
- Autonomy: Ability to complete a high volume of tasks and projects independently with minimal guidance.
- Responsiveness: Ability to react with appropriate levels of urgency to situations requiring quick turnaround.
- Integrity: Maintain high levels of integrity and discretion in handling confidential information.
- Judgment: Excellent judgment and the ability to switch gears seamlessly.
- Proactive Problem Solver: Anticipate needs and provide innovative solutions to complex problems.
- Adaptability: Flexibility to adapt to changing priorities and organizational needs.
- Interpersonal Skills: Strong interpersonal skills, capable of building rapport with all levels of the organization.
Physical Requirements- Sit while answering phones or reply to emails
- Use hands and fingers to handle, control or feel objects tools or controls
- Repeat the same movements when entering data
- See details of objects that are less than a few feet away
- Speak clearly so listeners can understand
- Understand the speech of another person
- Focus on one source of sound and ignore others
- Hear sounds and recognize the difference between them
- See differences between colors, shades and brightness
Benefits SummaryAll full-time employees working an average of 30 hours or more per week are eligible for the following benefits:- Holiday & Paid Time Off (pro-rated for Part-Time employees)
- Medical/Pharmacy
- Dental
- Vision
- Employer-Paid Short-Term Disability
- Employer-Paid Employee Basic Life & Accidental Death and Dismemberment
- Voluntary Employee Life & Accidental Death and Dismemberment
- Voluntary Spousal Life
- Voluntary Dependent Life
- Hospital Indemnity, Accident and Critical Illness
- Commuter/Transit Account
- Healthcare Flexible Spending Account
- Dependent Care Flexible Spending Account
- Health Savings Account
- 401(k) with employer match
- Employer-Paid Employee Assistance Program (EAP)
- Employee Discounts
Salary Range $77,400.00 - $112,200.00 / year
Pay Transparency Statement At United Site Services, our salary ranges reflect the minimum and maximum base pay for the posted position applicable to all locations across the US. Within the posted salary range, individual pay is determined by the geographic location, job related skills, experience, education, and certifications. Our total compensation package includes base pay plus a comprehensive benefits program.
