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Executive Administrative Assistant

The Executive Administrative Assistant provides a full range of professional administrative support for a senior executive. This position coordinates multiple functions simultaneously in a fast paced environment while utilizing independent discretion and judgment. This position manages the executive's calendar prioritizing key initiatives while optimizing efficiency.

Essential Responsibilities

• Conserves the executive's time by reading, researching, and routing correspondence, drafting letters and documents, collecting and analyzing information, developing presentations, and initiating communications.
• Coordinates meetings by outlining agenda content, coordinating speaker materials, securing catering services and video conferencing capabilities when needed.
• Represents the executive by attending meetings and capturing record of the meeting events and discussions and communicates upcoming deadlines to ensure the timely delivery of information.
• Creates and edits documents utilizing Word and Excel and develops PowerPoint presentations.
• Welcomes internal associates and external clients by greeting them in person or by phone, answering or directing inquiries.
• Acts as a liaison between the executive and all levels of internal staff members and external clients.
• Maintains the executive's appointment schedule by planning and scheduling meetings, conferences and teleconferences. Arranges travel and maintains travel calendar.
• Organizes and maintains electronic / database information and files complying with firm retention policies. Possesses a working knowledge of corporate policies including compliance, emergency and purchasing policies and others as required.
• Researches and resolves issues and identifies opportunities for improvement.
• Performs accounting related tasks, reviews monthly budget ledgers and identifies / investigates variances. Prepares and reviews expense reports for compliance with policy.
• Drafts E-mails and tracks deadlines.
• Tracks responses and gathers materials for meetings, and takes meeting notes.
• Anticipates requests and adheres to procedures to consistently execute key external deliverables (e.g. earnings, investor conferences, rating agencies, NYSE).
• Organizes and maintains electronic / database information for all investor and analyst calls and conferences.
• Schedules travel and processes expense reports for the entire Investor Relations team.
• Maintains requisitions, PO's, invoices, and payments for the Investor Relations team.
• Prepares year-end forecasts and new year estimates for department accounts for review and approval for the annual budget process.
• Monitors key data points and develops summaries for various levels of management.
• Supports the Investor Relations team in its numerous responsibilities related to various investor conferences, as well as Board and senior management requests.

Other Duties

Knowledge, Skills and Abilities

Qualifications