Executive Assistant

Role Overview

• Coordinating and/or arranging meetings, conference calls, web presentations, and travel schedules while resolving conflicts and projecting the schedule out at least 3 months in advance
• Managing travel for executives: arranging travel exclusively through World Travel, proactively checking transit status (flight and train for delays), outlining ‘travel time’ in calendars, providing driving directions, checking-in leaders for departures, notifying impacted parties (accompanying team members for meetings and those the executive will be traveling to meet) of delays
• Facilitating clear, brief, and productive internal and external communication and correspondence, ensuring “asks” are clearly stated and appropriate stakeholders are brought into conversations
• Working to gather materials and disseminate the information to leaders at least 48 hours prior to meetings/calls when they will be discussed
• Managing database/s of contacts (often in Outlook) for executive/s, proactively scrubbing communications for new contacts as well as contact revisions which need to be made, ensuring the contacts are kept current, detailed, include assistant’s contact information in addition to the executive’s contact information and make sure when each contact was last updated is noted
• Presenting supported executives with bios and photos of external leaders they will be meeting with for the first time, as needed
• Tracking locations of executive’s relationships to suggest meetings in cities of upcoming travel to facilitate further development of executive’s relationships and consolidate travel
• Presenting executives with suggestions to help leverage their time, on at least a quarterly basis
• Assisting Sound with administrative projects affecting your team and role, such as IT audits, Staples feedback, administrative responsibility assessments, etc.
• Acting as an executive’s approving delegate in UltiPro (PTO) and/or Concur (expense & travel), to review, approve, decline, and respond to submissions requesting additional information necessary to consider approval, using the guidelines established by the executive/s, as requested
• Gathering material from various sources to create first drafts of presentations and documents, which may be used internally and/or externally, ensuring the materials are aligned with Sound’s marketing brand
• Using various software programs to create dashboards, mail merges, administer surveys, manipulate formats to best fit the data to be presented, add signatures, and manage OWL site, as requested
• Managing executive’s internal and external deliverables, by organizing tasks, tracking deadlines as well as parties responsible for completing components, providing reminders, and offering to take on work needed and remove obstacles to ensure deadlines are met
• Partnering with senior leaders to provide email screening, to include but not be limited to creating mailbox organization, drawing attention to time-sensitive emails, removing spam, tracking deliverables, and responding with the leader’s scheduling availability
• Providing event support, by creating drafts of materials, coordinating presenters, budget tracking, researching vendor costs, negotiating rates, arranging facilities as well as catering, signing contracts, and conducting planning calls
• Researching and gathering event cost estimates as well as estimates for charitable contributions, to gain the budget owners approval, and then, submitting upcoming expenditures centrally for pre-authorization prior to incurring costs or submitting pledge contributions
• Acting as the first point-of-contact for IT issues, facilitating initial troubleshooting at an intermediate level and escalating to IT only once preliminary troubleshooting has been executed
• Functioning as the “ears of the team”, by collecting information around administrative changes at Sound (i.e. policy revisions, process changes, leadership changes, other team practices which may be beneficial, etc.), then, validating the changes with the Director of Administrative Operations, and finally, communicating the vetted information back to the team
• Cross-training with assistant/s on the team to ensure the majority of the administrative support needs can be met when fellow assistants on the team are out of the office
• Acting as point-person in leader searches, managing the schedule, logistics, and communication when searches are underway, providing leader availability for interviews, often coordinating logistics directly with candidates while ensuring Recruiting is abreast of the schedule and developments, as well as consolidating leader feedback on candidates for executive review
• Gathering receipts to prepare weekly expense reports and reconcile month-end Sound credit card expenditures
• Assisting with planning, organizing and arranging new colleague onboardings as requested

Requirements

• Bachelor’s Degree or equivalent experience
• 5 years business administration experience supporting executive leaders in a fast-paced, professional setting.
• Expert in Microsoft Office Suite, including intermediate Word, Excel, PowerPoint and Outlook
• Ability to perform intermediate IT troubleshooting without supervision
• Excellent general office skills: computers, fax machines, printers, copiers, conference call set-up, scanners, mobile phone/email devices, organization skills, acting as a host for guests, etc.

Benefits

• Medical insurance
• Dental insurance
• Vision insurance
• Health care and dependent care flexible spending account
• 401(k) retirement savings plan with a company match
• Paid time off (PTO) begins accruing immediately upon start date at a rate of 15 days per year, in accordance with Sound's PTO policy
• Ten company-paid holidays per year