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Executive Assistant

Date Posted: 1/31/2024

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Job Description

The Executive Assistant serves as the primary point of contact for internal and external stakeholders on all matters pertaining to the Executive. The Executive Assistant also serves as a liaison to direct reports and senior leadership teams; organizes and coordinates executive outreach and oversees special projects. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities.

Key Responsibilities:

Executive Support

  • Manage the Executive's calendar as well as support Executive team members with large-scale meeting requests, events, and special projects
  • Plan, coordinate, and ensure that the Executive's schedule is followed and respected. Provides "gatekeeper" and "gateway" roles, creating a win-win situation for direct access to the Executive's time
  • Works closely and effectively with the Executive to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the Executive updated
  • Serves as a personal and confidential assistant to the Executive; composes and prepares correspondence, letters, memorandums, presentations, and reports.
  • Arrange and book travel for the Executive and Team Members
  • Communicates directly, and on behalf of the Executive, with Board members, donors, Foundation staff, and others, on matters related to the Executive's programmatic initiatives
  • Researches, priorities, and follows up on incoming issues and concerns addressed to the Executive, including those of a sensitive or confidential nature. Determines appropriate cause of action, referral, or response
  • Works closely with the Executive to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately
  • Ensures the Executive receives appropriate briefing for all engagements, so s/he is fully prepared.
  • Successfully completes critical aspects of deliverables with a hands-on approach, including acknowledgment letters, and personal correspondence.
  • Prioritizes conflicting needs; handles matters proactively, and follows through on projects to successful completion, often with deadline pressure.
  • Works collaboratively and uses initiative to ensure pending matters are completed with high quality and in a timely manner.
  • Initiates and with approval of the Executive, plans, directs, coordinates, monitors, and report activities of multiple projects to ensure timely completion of initiatives.
  • Completes a broad variety of administrative tasks for the Executive including; managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that are sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.

Miscellaneous Administrative Support

  • Serve as the Executive's liaison with external contacts.
  • Support Executive with internal communications, announcements and updates
  • Facilitate signatures for all regional needs, including gift acknowledgement letters, financial documents, and compliance documentation.
  • Prepare and submit weekly financial reports and monthly reimbursement forms for expenses.
  • Process invoices and payments for vendors.
  • Handle all administrative tasks, including responding to routine inquiries, printing, copying, scanning, mailings, and faxes.
  • Manage contacts and voicemail correspondence for the Executive
  • Provide support for other projects and tasks as requested by the
    To apply please email your resume to jesanchez@ultimatestaffing.com

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Job Snapshot

  • Employee Type:Full-Time
  • Location:Atlanta, GA
  • Job Type:Admin - Clerical
  • Experience:3-5 years
  • Education:4 Year Degree
  • Date Posted:1/31/2024
  • Contact: Jessica Sanchez (770) 821-9039
  • Pay Range: $24.00 - $31.00 Hourly
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Job Reference: JN -012024-357529