Executive Administrative Assistant
The Executive Administrative Assistant (EAA) will play a critical role in the day-to-day success of our company. The EAA will assist the CEO, sales leaders and other executives with confidential matters, key events, calendaring and other administrative duties. The EEA will serve as the primary point of contact for internal and external constituencies including serving as a liaison to customers, the board of directors, investors and outside advisors.
On a daily basis, the EAA must exercise good judgment in a variety of situations and effectively work on, lead and oversee multiple priorities. The EAA must be able to communicate effectively with customers and executives and able to work independently on projects, from conception to completion. The EAA must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion. The EAA will work collaboratively with the Administrative and HR Assistant to seamlessly manage and support the administrative needs of the Savigent office.
- Support a broad variety of administrative tasks for the CEO, the Sales Team and other Savigent executives including: managing appointments; completing time and expense reports; composing and preparing correspondence and presentations; and arranging travel plans, itineraries, and agendas.
- Prioritize conflicting needs; handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures
- Coordinate the schedules to schedule weekly Senior Leadership Team meetings, quarterly offsites, strategy sessions, board meetings and regular one-on-one meetings between the functional leaders and the CEO.
- Assist the Senior Leadership Team with tracking corporate initiatives; organizing and coordinating executive meetings; and overseeing special projects.
- Assist the SVP of Sales and Marketing and sales leaders with tracking and coordinating sales opportunities, customer meetings, sales calls, follow-ups and contract negotiations.
- Assist with coordinating and putting the finishing touches on PowerPoint presentations and communications (e.g., board decks; customer and management presentations; strategy documents; emails; press releases; and corporate and employee communications).
Support the Office of the CEO and Board Matters
- Operate as the CEO’s right hand, owning and managing his/her calendar and assisting with email management. Prioritize the schedule of the CEO, when needed, to focus on key strategies and business objectives each day.
- Develop an understanding of the corporate priorities and independently and tactfully take appropriate actions handling incoming requests, setting the appropriate course of action, following up as needed.
- Proactively make arrangements for meals and refreshments for on-site and off-site meetings that span the breakfast or lunch hours.
- Serve as a liaison with executives, employees, customers, board members, advisors and visitors to manage appointments and effectively communications.
- Assist board members with travel arrangements, lodging, and meal planning as needed
- Research, prioritize, and follow up on incoming issues and concerns addressed to the CEO and other executives, including those of a sensitive or confidential nature. Determine appropriate course of action, referral, or response.
Office Management, Event and Office Support
- Work in partnership with the Administrative and HR Assistant to support the needs of the office.
- Provide backup when the Administrative and HR Assistant is out of the office (i.e. on PTO) to manage the front desk and with other administrative duties.
- Organize and make arrangements for corporate events and offsite meetings, such as customer meetings, senior team offsites, quarterly employee meetings and all-employee events.
- A minimum of 8 – 10 years administrative experience with senior executives – including interaction with international personnel and consultants, project coordination and management
- A Bachelor’s degree or similar is preferred
- Must possess excellent interpersonal skills and ability to build relationships with stakeholders, including staff, board members and external partners. Must be able to exhibit judgment and tact when dealing with diverse situations and hold a strong track record of establishing and maintaining effective working relationships, both internally and externally. The individual must demonstrate his/her ability to work independently and as a team player
- Proven ability to handle confidential information with discretion is crucial along with prioritizing multiple tasks, time management, flexibility, reliability, strong organizational skills and professionalism. Be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
- Technical skills required include advanced word processing, spreadsheet, presentation, and scheduling software and advanced Internet research skills
- Overtime and odd-hour assistance required
- Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
- Expert level written and verbal communication skills
- Demonstrated proactive approaches to problem-solving with strong decision-making capability
- Emotional maturity
- Highly resourceful team-player, with the ability to also be extremely effective independently
- Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment
- Forward looking thinker, who actively seeks opportunities