Executive Assistant

Starting pay $69,993

The Executive Assistant supports multiple executives, primarily the day-to-day operations of the Chief Operating Officer, and also provides support to the VP of Strategic Growth & Engagement. The Executive Assistant must work autonomously as well as in a team environment. They must possess strong interpersonal and communications skills and be highly organized and systems/process-oriented. Must be highly proficient in Microsoft Office Suite.

• Maintains and protects the confidentiality and security of all information relating to Didlake's business.
• Supports the day-to-day operations of the departments assigned including scheduling taking meeting minutes, and providing administrative support for the departmental project management system.
• Maintains calendars, events, and appointments. Assists with the scheduling and coordination of travel for conferences, training, and other work-related events.
• Maintain correspondence, communication, meeting notes for the departmental workgroup on StarNet.
• Develops, implements, and improves effective office systems including maintenance and organization of filing and archive systems.
• Responsibilities include tracking strategic initiatives, organizing leadership and organizational meetings and initiatives, consistent follow-up on task due dates, and coordinating event participation.
• Generate reports, create presentations, and conduct research.
• Provides administrative support for various Didlake teams and groups.
• Maintains departmental portion of the corporate calendar, corporate action log, and corporate e-library.
• Maintains and tracks departmental project schedules in Smartsheet or other appropriate software.
• Prepares agendas and assists in the preparation of meeting presentations, schedules, and materials.
• Answer, screen, and transfer inbound phone calls.
• Receive and direct visitors and clients as needed.
• Prepares American Express expense reports in Concur.
• Writes routine correspondence, including faxes, letters, and phone messages, and prepares draft responses to incoming correspondence.
• General clerical duties include photocopying, faxing, and mailing.
• Monitor internal and external communications to best assess and prioritize requests and inquiries.
• Develops, organizes, and maintains departmental electronic and hard copy filing systems.
• Processes and responses to requests for information and data.
• Resolve administrative problems and inquiries.
• Prepare written responses to routine inquiries.
• Prepare and modify documents including correspondence, reports, drafts, memos, and emails.
• Open, sort, and distribute incoming correspondence.
• Process and follow up on check requests.
• Acts as backup support to other Executive Assistants.
• Follows up on ETime.
• Prepares departmental reports as requested.
• Authors and updates Standard Operating Procedures related to the responsibilities of the position.
• Orders and maintains supplies and performs other general administrative duties.
• Completes and maintains all Didlake required training.