Provides high-level administrative support to the Senior Gladney Executives. Requires thorough knowledge of company operations, policies, and procedures. Handles details of a highly confidential and business nature. Strong multi-tasking, analytical thinking, business acumen, executive presence, and organizational skills in a fast-paced work environment. Strong working knowledge of computers and technology with the ability to learn quickly. Flexible with the ability to reprioritize tasks quickly when needed.
Responsibilities:
- Handles a wide range of administrative and support tasks and independently initiates and implements processes to manage projects, information, and people.
- Manages multiple executive’s schedule, meeting preparations (agendas and presentations), follow-up tasks, and complex travel arrangements.
- Works with Executives to anticipate needs and provide ongoing support to the entire executive team.
- Develops positive relationships at all levels of the organization and appropriately engages with the Board of Directors.
- Conducts research and information-gathering on behalf of multiple executives and synthesizes, prepares summaries, reports, and provides potential solutions to problems.
- Manage key administrative responsibilities including supplier management for office supplies, vendors for the commons, telecom and other support services.
- Managers use of community conference space and is the the focal point primary contact for catering needs for the organization.
- Tracks recurring reporting requirements and ensures timeliness of submission on requests and responses.
- Maintains relevant information on all major projects and strategic initiatives.
- Prepares presentations, business reports and communication pieces for various audiences.
- Take initiative to see and act on what needs to be done.
- Monitor performance and tracking progress on action items.
- Recording and reporting meeting minutes and attendance as needed.
- Arranges travel and manages expense reports on behalf of the executives.
- Uses discretion, judgement, and knowledge of the organization to facilitate the executive's activities and maintain confidentiality.
- Coordinates and organizes large meetings, events and catering working with multiple stakeholders and vendors.
- Gain an understanding of Gladney’s business including familiarity with key stakeholders, community leaders, vendors, constituents, donors, etc.
- Is responsible for the management of the front desk operations ensuring all clients, employees and visitors are received and supported in a positive manner.
- Manages, coaches and develops a small team including the Receptionist and part time relief as well as coverage.
Skills and Experience:
- Ability to adapt to a changing work environment and be responsive to emergent needs and shifting priorities and pressures.
- Ability to anticipate and proactively plan for needs and challenges.
- Prior administrative experience that includes coordination of HR tasks, project coordination, and drafting of correspondence.
- Prior experience maintaining confidentiality of client, employee, and organizational information in the execution of responsibilities.
- Excellent organization, follow-through, and time management skills, including the ability to accomplish work based on priority while maintaining effectiveness under pressure and changing conditions.
- Exceptional written and verbal communication skills, including the ability to proofread communications, reports, and other project documents.
- Effective ability to compose, edit, and proofread emails and other written correspondence and materials.
- Technologically proficient in Microsoft Office Products including word processing, spreadsheets, PowerPoint, virtual meeting platforms and applications.
- Effective ability to manage multiple calendars and prioritize tasks using discretion to best meet the needs of the organization.
- Strong attention to detail and ability to follow-through on commitments to employees and clients.
- Superb customer service skills, including the ability to anticipate and understand needs and challenges, explore potential solutions, respond with empathy, and tailor support to best support the situation.
- Excellent project coordination experience and organization skills.
- Must be proactive and anticipate the needs of multiple C-suite members and prioritize multiple tasks and deadlines.
- Uses good judgement and be able to independently make decisions and solve problems.
Minimum Requirements:
- 5+ years of executive administrative experience supporting C-Level Executives; or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job as listed.
- Experience in Microsoft Office applications with emphasis on Excel formulas and functions, calendaring meetings with multiple competing schedules and PowerPoint.
- High school diploma or equivalent. Associate or bachelor’s degree preferred.