Senior Executive Assistant Job Description

Job summary 1

As the Senior Executive Assistant to both our CEO and President, you will be essential to the company meeting its goals by driving increased effectiveness of our two most senior leaders. This role will require a sharp, experienced executive assistant who enjoys solving complex problems and is motivated by flawless execution, and excels in behind-the-scenes supporting roles.

Duties & Responsibilities 1

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Requirements & Skills 1

Job summary 2

The Senior Executive Assistant manages access to the executive, maintains and modifies the executive's schedule, and ensures the executive is made aware of issues that need immediate attention. They provide a broad range of highly skilled and highly confidential administrative support to the executive, additional team members, and other visiting executives if needed. The incumbent must maintain strong interpersonal relationships with employees at all levels of the organization.

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Job summary 3

The Senior Executive Assistant provides advanced, diversified, and confidential administrative support to Community Board and senior executives as assigned. Responsibilities include scheduling and managing regular and special meetings of the Executive Team, Physician Services, Operations, and Community Board and Committees. Adheres to reporting timelines and plans and develops meeting agendas and materials. Facilitates follow-up for all Executive Team, Physician Services, Operations, and Community Board and Committee meetings. Facilitates annual meetings, retreats, and other special meetings as conference coordinator. Manages the orientation process of new executive/senior leaders. Facilitates the timely completion and submission of required documents, e.g., Conflict of Interest, Board Self Assessment, Compliance Training, Confidentiality Statements, etc.

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Job summary 4

The Senior Executive Assistant will be responsible for extensive calendar management, meeting, and event planning and execution, executive travel and expense reporting, vendor processing and payments, and all needs related to several executive leaders in the role’s purview. He/she will also take ownership of various project management activities including facilitating meetings, preparing presentation materials and agendas, capturing notes and action items, and developing schedules and a reporting cadence. This individual will own and drive Finance department-wide communications to create engagement and a free flow of information/successes/etc., to the global team. This position can be remote.

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Job summary 5

As a Senior Executive Assistant, you will provide diverse and confidential administrative support to Officers and department staff that is technical, complex, and often confidential. You will maintain schedules, support meetings, and conference calls, coordinate travel arrangements and reimbursements, file, and perform other routine and complex administrative tasks. You will also maintain records for Officers in compliance with Records and Information Management requirements and produce high-quality reports, presentations, or other documents as directed by management. Assist with special assignments. You will report to the Vice President of Human Resources.

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Job summary 6

The purpose of the Senior Executive Assistant role is to perform the essential job duties and functions listed below with the overall objective of consistently providing top-quality, non-technical administrative support and maintaining high standards of excellence while ensuring solid customer relationships.

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Job summary 7

The Senior Executive Assistant is responsible for advising and assisting with the direction of activities in the Office of the Legislative Council Administrator by participating in the formulation and implementation of policies and programs critical to the mission of the Legislative Council. The employee functions as an assistant to the Legislative Council Administrator. Tasks performed frequently are confidential and require a high level of independent judgment with minimal supervision.

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Job summary 8

We are seeking an experienced, multi-faceted Senior Executive Assistant to support the Senior Vice President General Manager, and Vice President.

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Job summary 9

The Senior Executive Assistant provides advanced, diversified, and confidential administrative support to two or more Senior Executives who work in the Corporate Office. Responsibilities include managing the Executive's calendar and meeting schedule, reviewing and preparing confidential correspondence, reports, and presentations, and organizing, prioritizing, and coordinating workflow. Manages projects and coordinates budget planning and reporting.

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Job summary 10

The Senior Executive Assistant is responsible for providing comprehensive administrative and coordination support. This dynamic position requires the ability to anticipate needs, think critically, manage projects, and offer solutions to problems with a high level of professionalism and confidentiality.

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Frequently asked questions

What does a senior executive assistant do?

A Senior Executive Assistant provides high-level administrative support to top executives in an organization, such as the CEO, CFO, or President. They handle more complex responsibilities than a standard executive assistant and may supervise other administrative staff. Their duties can be diverse, depending on the organization and specific executive's needs, but they generally include the following:

Calendar Management: They manage the executive's schedule, arranging meetings, appointments, and travel plans. This often requires coordinating with multiple parties and managing conflicts and changes efficiently.

Communication: They serve as a liaison between the executive and other staff members, board members, clients, or the public. This might involve screening and prioritizing incoming calls and emails, drafting correspondence, or facilitating meetings.

Meeting Preparation and Follow-Up: They prepare materials for meetings, such as briefing documents or presentations. After meetings, they may be responsible for tracking and ensuring the completion of action items.

Document Management: They create, maintain, and organize important documents and records. This might involve preparing reports, taking minutes during meetings, or handling confidential documents.

Project Coordination: They may assist with or oversee special projects, such as organizing events or conducting research.

Office Management: They may oversee office operations, managing administrative staff, and ensuring that office policies and procedures are followed.

Expense Reports: They often manage the executive's expense reports, reviewing expenses, ensuring they comply with company policy, and submitting them for approval.

Strategic Support: At a senior level, they may be involved in strategic initiatives, providing input or supporting implementation. For example, they might help to coordinate a strategic planning process or manage a key initiative.

A Senior Executive Assistant needs strong organizational skills, the ability to manage multiple tasks simultaneously, good judgement, and excellent communication skills. They often need to handle sensitive information and complex situations, so discretion, professionalism, and problem-solving skills are essential. Given their high-level role, they typically need several years of experience in administrative roles and may need specific knowledge of their organization's sector or industry.

What skills does a senior executive assistant need?

A Senior Executive Assistant requires a mix of technical, organizational, and interpersonal skills. Here are some of the key skills needed for this role:

Organizational Skills: This is paramount as they have to manage an executive's schedule, coordinate meetings, and keep track of various tasks and projects.

Time Management: They often juggle multiple tasks and responsibilities at once, so being able to prioritize and manage time effectively is crucial.

Communication Skills: Excellent verbal and written communication skills are needed as they act as a liaison between the executive and other employees, clients, and external partners. They may also need to draft correspondence and documents on behalf of the executive.

Attention to Detail: Whether it's managing the executive's schedule, preparing documents, or managing expenses, attention to detail is key to ensure accuracy and avoid potential issues.

Problem-Solving Skills: They often need to resolve issues quickly and efficiently, whether it's a scheduling conflict, a technology issue, or a challenge with a project.

Discretion and Confidentiality: They often handle sensitive information, so they need to be trustworthy and able to maintain confidentiality.

Technical Skills: Proficiency with office technology, including computers, office software (like Microsoft Office), and communication systems (like video conferencing tools), is important. They may also need to be familiar with specific software or systems used in their organization or industry.

Interpersonal Skills: As they work closely with an executive and interact with various people, strong interpersonal skills are important. This includes being professional, courteous, and able to build strong working relationships.

Adaptability: The executive's needs may change frequently, and unexpected issues can arise, so they need to be flexible and able to adapt quickly.

Decision-Making Skills: They often need to make decisions on behalf of the executive, such as prioritizing tasks or handling issues, so good judgement is important.

In addition to these skills, a Senior Executive Assistant typically needs several years of experience in administrative roles and a deep understanding of the business and industry. They may also need a degree or certification in a relevant field, such as business administration.

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