Executive Assistant
Summary:
Provide administrative support to the President, CEO, Chairman, Board of Directors and Vice Presidents. Process highly confidential information. Manage travel function and plan events. This position reports to the CEO.
Primary Responsibilities:
- Coordinate and compile materials for the quarterly Board of Directors meeting, which includes highly confidential information.
- Organize and maintain various files and records, including those of a confidential and/or personal nature.
- Assist Executives with their schedules, including calendar oversight to resolve conflicts. Assist with internal meeting organization and preparation.
- Manage travel functions for the Company. Negotiate corporate discounts for car rental and hotel suppliers.
- Arrange travel reservations for the Board of Directors and Executives when requested. Assist with travel and expense reporting and processing for Executives when requested.
- Arrange in person meetings for various departments including hotel and site selection, negotiating rates, arranging for meals, meeting rooms and audio-visual requirements, and entertainment activities. Assist with meeting agendas and other meeting materials.
- Compile and prepare a variety of reports, selecting pertinent data from various sources.
- Draft or edit presentations and remarks for key meetings or events.
- Assist with coordination and distribution of company tickets.
- Plan and coordinate special events in the Cleveland office to celebrate various achievements, encourage community involvement, etc.
- Substitute select duties for HR Assistant when requested.
- Other duties as assigned.
Supervisory Responsibility:
None
Travel:
Infrequent.
Confidentiality:
Processes highly confidential information regarding salaries, legal matters, customer contacts, pricing, company finances, and board material.
Experience Required:
3 or more years supporting an executive team, including travel and meeting planning experience.
Education Required:
Associate's degree in a specialized or technical field. Proficiency in using Word, Excel, Outlook, Adobe Acrobat and PowerPoint software.
Other:
Must be well organized, detail-oriented, personable and discrete. Requires ability to communicate well verbally and in writing. Requires excellent grammar and spelling. Requires the ability to carry out multiple projects simultaneously while effectively prioritizing tasks. Notary Public commission is preferred.