Senior Executive Assistant

Role Overview

• Report to and support the Head of Transactions within Business Development and additionally supports executive director level staff.
• Coordinate and orchestrate internal and external meetings for the Transactions and Ventures teams.
• Manage all aspects of on-site logistics such as visitor badges, lunch orders, and escorting external parties.
• Ensure smooth operations, including AV and technical needs, working with IT as needed.
• Proactively manage calendars with a focus on efficient time utilization, conflict management, and ensuring adequate preparation time for meetings and activities.
• Coordinate domestic and international travel arrangements amidst dynamic business requirements.
• Perform data entry into databases for activities such as initiating confidentiality agreements and updating the business development CRM database.
• Prepare and process expense reports in a timely manner.
• Work closely with other Administrative Coordinators and Executive Assistants within the organization.
• Demonstrate the ability to take on ad hoc administrative projects as needed and provide temporary coverage for other administrative assistants.

Requirements

• Associate’s degree and 4 years of administrative experience OR High school diploma / GED and 6 years of administrative experience
• Highly proficient in Microsoft Suite, including Outlook and PowerPoint, as well as MS Teams, and familiarity with using databases and shared document systems, including SharePoint.
• Exceptional communication skills, both oral and written.
• Flexibility amidst rapidly changing meeting and travel requirements.
• Professional and positive demeanor with excellent interpersonal skills.
• Proactive and collaborative personality, requiring initiative, tact, creativity, and good judgment.
• Strong and clear internal and external communication skills.
• Capable of efficiently managing multiple tasks, including meeting bi-weekly and monthly recurring deliverables with ease.
• Ability to work quickly with a high level of accuracy and thoughtfully escalate issues to ensure appropriate prioritization.

Benefits

• A comprehensive employee benefits package, including a Retirement and Savings Plan with generous company contributions
• group medical, dental and vision coverage
• life and disability insurance
• flexible spending accounts
• A discretionary annual bonus program, or for field sales representatives, a sales-based incentive plan
• Stock-based long-term incentives
• Award-winning time-off plans
• Flexible work models where possible.