Executive Administrative Assistant

Description

The Executive Administrative Assistant serves as a vital member of the office administration team, providing high-level support to the Executive Council and the Manager of Administration. This position plays a critical role in maintaining operational efficiency across executive functions by managing communications, organizing files, coordinating meetings, events, and travel, and assisting with internal and external interactions.

Reporting directly to the Manager of Administration. The individual in this role must demonstrate professionalism, discretion, and reliability in handling confidential matters and executive-level tasks. In addition to supporting organizational leadership, this role contributes to the overall culture and service standards of the firm.

ESSENTIAL JOB FUNCTIONS

1. Support the Manager of Administration in delivering superior administrative assistance to the Executive Council.

2. Serve as a backup to the Manager of Administration, supporting all duties related to the Administration team when needed.

3. Assist in coordinating travel arrangements for team members across the organization.

4. Assist in the preparation and distribution of materials for Executive Council meetings, ensuring accuracy and professionalism in all documentation.

5. Coordinate and host events and meetings for both CU*Answers staff and clients, ensuring high-quality execution and professionalism.

6. Assist the Manager of Administration with the procurement of gifts, prizes, event materials, and other items as requested for meetings, holidays, special events, and milestone celebrations.

7. Respond to executive requests and inquiries as appropriate, including calendar coordination, document creation, file organization, and travel support.

8. Provide administrative support in facilitating communication between executives and internal or external clients, ensuring timely and professional interactions.

9. Perform daily, weekly, and monthly file organization tasks and maintain the overall order and cleanliness of the Executive office area, as assigned by the Manager of Administration, in alignment with established administrative standards.

10. Maintain and promote a positive, professional attitude as a representative of the CU*Answers team.

11. Take on additional responsibilities and special projects as assigned, in support of the organization's evolving goals and business needs.

Requirements

1. High School graduate, or equivalent work experience. Equivalent work experience equal to 3-5 years of prior office experience with a focus in executive administration, business administration, or Human Resources administration.

2. Two-year degree in a business-related field is preferred.

3. 2-3 years of executive administrative experience is preferred.

4. Experience and aptitude using Microsoft application software (Outlook, Word, Excel, and PowerPoint) required.

5. Excellent phone etiquette is required.

6. Strong attention to detail and accuracy is required.

7. Ability to take initiative and work independently.

8. Excellent verbal and written communication skills is required.

9. Must be able to work during off-hours to complete daily procedures and assist with any problems encountered by CU*Asterisk partners.

10. Ability to travel to other CU*Answers locations, off-site events, conferences, and pre-site inspections.

11. Ability to meet deadlines while handling multiple projects/tasks simultaneously.

12. Ability to use discretion when dealing with sensitive or confidential data.

13. Be able to type professional written communications based on written notes or through verbal dictation.

14. Excellent organizational skills

15. Ability to work effectively with other CU*Answers teams.

16. Ability to operate telephone, photocopier, fax machines and PC workstation.

17. Regular and predictable attendance.

18. Ability to travel by auto or plane to multiple locations throughout the United States including but not limited to off-site events, conference, other building locations, pre-site inspections, general errands, etc. This travel could be multiple times per day, once daily, weekly, monthly, or annually.

19. Possess a valid driver's license with an insurable driving record.