Executive Assistant for CEO

 Executive Assistant

This position supports the Chief Executive Officer (CEO) and SVP of Human Resources for Highlights for Children, Inc., in daily management activities. Coordinates and facilitates activities involving the Board of Directors, Executives, Management staff, and shareholders.  Frequently interfaces with various levels of internal and external departments and organizations.  Performs an extensive range of administrative duties that are often highly confidential in nature. May supervise other temporary or regular support staff.  Limited travel may be required.

Core Responsibilities:

• Develops, monitors, and revises executives’ schedules with internal and external parties, coordinating busy travel schedules and booking travel. 
• Plan and organize Board of Director's meetings and special events, including managing travel and hospitality arrangements.  
• Maintains ongoing communication and relationships with Board of Directors, family of the founders, and shareholders.
• Creates/composes power point presentations, edits memos, letters, and minutes.
• Compiles, inputs and tabulates data/statistics for reports. Using independent judgment, performs advanced analyses and may recommends course of action.
• Interacts as liaison between executive and staff members/business associates by relaying information; coordinates programs; arranges meetings.
• Maintains sensitive and confidential issues and inquiries for executive, such wage, budget, and strategic information.
• Fills out reports/expense vouchers; reconciles vouchers to credit card statements and makes adjustments.
• Proactively enhances efficient use of executive's time by screening and responding to telephone calls and e-mails on behalf of the executive. Anticipates situations and acts to resolve them, particularly with respect to calendars, meetings and travel.
• Researches information and conducts preliminary analyses of data and reports findings.
• Plans meetings, executive functions and special events, including securing locations, determining food and beverage menus, selecting entertainment/gifts and determining transportation logistics.
• Partners closely with other executive assistants to ensure smooth business cadence and scheduling.

Qualifications: 

• Minimum seven years of administrative experience, including three years of experience with executive-level management.
• Experience working with Board of Directors and other external partners and business executives.
• Experience working with volunteer committees and/or larger multi-generational family groups.
• Positive mindset with strong customer service orientation and proactive problem solving skills.
• Possess excellent computer proficiencies including advanced MS Word, PowerPoint and Excel skills and ability to quickly learn and implement new technology solutions.
• Demonstrated success managing multiple and diverse tasks/projects; strong attention to detail and outstanding follow-through.
• Ability to work independently without significant assistance or direction; work under pressure and time constraints; handle changing priorities.
• A high degree of professionalism, integrity and discretion; excellent judgment and superior written and verbal communication skills.
• Think clearly and analyze problems of organization and management and take effective action.
• Confident interacting and communicating with high-level executives, yet sufficiently authentic and down-to-earth to connect with everyone