Executive Assistant Senior

Overview

The Executive Assistant Senior provides high-level expertise and assistance to assigned C‑Suite executives, ensuring effective communication and management of day‑to‑day departmental operations. The role also supports department VPs, ranging from clerical and administrative support to complex project support. This position partners to manage and organize both immediate and long‑term administrative tasks and projects to achieve departmental and corporate goals.

$65,000 - $87,000

• Tuition Waiver:
  Enjoy a tuition waiver after 6 months of employment for you AND your immediate family at UTI and Concorde campuses
• Paid Time Off:
  Competitive paid time off programs (Vacation, Sick, Flexible)
• Retirement Matching: 50% match on the first 6% of your contributions after 90 days
• Paid Parental Leave: 4 weeks of paid leave for both birthing and non‑birthing parents to bond with a new baby
• Competitive Insurance:
  Health, vision, and dental coverage for you and your dependents
• Pet Insurance:
  Competitive coverage for your furry family members through ASPCA
• Health Plan Enrollment:
  Eligibility starts the first of the month following completion of one full month of employment

• Act as the primary administrative resource to assigned executives, supporting department senior leadership as needed
  • Draft and manage correspondence on behalf of assigned executives
  • Create reports and presentations, organize electronic and paper files, track data, and manage expense reporting
  • Review and consolidate deliverables for board meetings, facilitate agendas, prepare board books, and complete related assignments
  • Assist in the production of organization‑specific progress reports and data gathering
  • Develop and maintain an effective headcount tracking and organization chart process that captures open headcount accurately and reports regularly
  • Gather, compile, verify, analyze, and proofread information for executive use in documents such as correspondence, reports, speeches, presentations, and media releases
  • Effectively manage and schedule appointments and travel
  • Organize and coordinate meetings and events with internal and external stakeholders
  • Partner as needed to jointly manage initiatives, projects, and meetings involving the Senior Leadership Team and committee/board‑level activities
• Manage annual budget and initiative/project budget process for assigned functions
  • Coordinate with and support department VPs regarding budget activities
• Coordinate monthly business expense reporting process for executive departments
  • Monitor business expense processes, including coding and routing invoices for approval, tracking expenses against budget, creating monthly accruals, conducting variance analyses, and recommending changes to forecasts
  • Review initial submissions for completeness, receipt inclusion, and policy compliance
  • Recommend senior executive review upon completion
• Manage confidential issues based on company policy, culture, and executive leadership views, exercising independent judgment to ensure quality service and resolution
  • Develop effective correspondence reflecting executive leadership views
  • Represent executives when interfacing with directors, senior executives, vendors, consultants, and employees
• Make independent decisions and judgments within a limited supervision scope, including vendor management, company representation at events, equipment purchases, and communication dissemination
  • Demonstrates initiative, driving projects to completion with strong ownership of department operations and objectives
  • Other duties as assigned

• High School diploma/GED required;
  Bachelor’s degree preferred
• Minimum 7 years of experience as an Executive Assistant (or similar scope) required
• Minimum 5 years of experience supporting a senior executive in a large, complex function preferred
• Demonstrated experience implementing and administering key processes with little supervision, managing budgets, and supporting multiple executives preferred

• Adapt and make independent decisions on issues that do not require oversight
• Advanced time management skills to prioritize critical tasks ahead of routine ones,…