Executive Assistant

Position: EXECUTIVE ASSISTANT
Must-Haves

1 Experience working with C-level/executive team/senior leadership

2 Administrative assistant or coordination experience, ideally juggling multiple priorities

3 Solid written, verbal, and in-person communication

4 Strong organizational skills

5 Able to take instruction yet also work independently

Nice-To-Haves

1 Experience taking minutes for high-level meetings

2 Previous experience handling sensitive and confidential information

3 Advanced Microsoft skills: outlook, word, excel, Power Point

4 Prior experience with a fast-growing, medium-sized company

Job Description

Essential Duties and Responsibilities:

Manage and coordinate complex and efficient scheduling and calendars for executives

Provide time efficient calendar for CEO, CFO, and CTO with necessary details for travel and meetings. Meeting folders prepared for meetings. Ensure timely arrival at meetings.

Answer and respond to phone calls, e-mails, etc. and communicate critical messages and information to executives in a timely, concise, and clear manner

Screen and manage calls and visitors to executives, diverting to other staff as appropriate

Draft, review, and distribute communications on behalf of executives as requested

Organize and prepare for meetings, including drafting agendas, presentations, and other types of documents; we well as gathering relevant materials and arranging meeting logistics

Record meeting minutes and provide clear and concise transcripts of Senior Management and Board of Directors meetings

Arrange executive travel and logistics including accommodations, transportation, and meals

Arrange Senior Management Team group travel, including accommodations, transportation, and meals

As needed, arrange travel for visitors, including accommodations, transportation, and meals

Maintain organized files ensuring quick turnaround on accessibility and deliverability of critical information

Maintain strict confidentiality of all sensitive and business-critical information

Serve as administrative liaison between MULTIVAC U.S. and German parent organization

Maintain organizational directories etc. as requested.

Manage birthday and anniversary cards for associates.

Maintain open, effective, and courteous communication between the CEO's office, direct reports, and other areas of Multivac. Maintain a good working relationship with all Senior Management Team.

Assist in the development and the final preparation of PowerPoint presentations

Assist in the development and the final preparation of communication documents

Assist in the development and preparation of data (Excel) for presentations

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education/

Experience:



High school diploma or equivalent; and a minimum of five years of experience directly supporting corporate executives; or equivalent combination of experience and education.

Required Knowledge, Skills, & Abilities:

Exceptional attention to detail

Strong written and verbal communication

Strong time management skills with the ability to prioritize, organize, and execute multiple tasks and projects with conflicting deadlines

Strong ability to read, analyze, and comprehend general business documents

Strong ability to write reports and business correspondence, prepare spreadsheets and graphs, and draft presentations

Highly proficient in MS Office with advanced skills in Word, Excel, and PowerPoint