Executive Assistant

Trellix  

About the Role:

Calendar Management:

• Manage and coordinate complex schedules for executives, including meetings, travel, and conferences.

• Prioritize and manage multiple tasks and projects simultaneously, and follow through on issues in a timely manner.

Communication:

• Serve as the primary point of contact between executives and internal/external stakeholders.

• Handle confidential information with discretion.

Travel Coordination:

• Organize detailed travel plans, itineraries, and agendas.

• Coordinate travel arrangements, including flights, accommodations, and ground transportation.

Meeting and Event Planning:

• Plan and coordinate executive meetings, including agenda preparation, logistics, and follow-up.

• Organize corporate events, retreats, and off-site meetings.

Administrative Support:

• Prepare and edit correspondence, reports, presentations, and other documents.

• Maintain comprehensive and accurate records, including expense reports.

• Assist in the execution of ad-hoc projects as approved by the manager, ensuring bandwidth.

• Collaborate with various departments to support cross-functional initiatives.

Document Management:

• Maintain and organize important documents, ensuring they are accessible and up-to-date.

• Plan, coordinate and ensure the Executive s schedule is up to date and accurate.

• Maintain comprehensive and accurate records, including expense reports.

• Assist in the execution of ad-hoc projects as approved by the manager, ensuring bandwidth.

• Collaborate with various departments to support cross-functional initiatives..

• Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the President updated.

• Act as Gatekeeper / Gateway role, creating win-win situations for direct access to Executive's time and office

• Provide a bridge for smooth communication between the Executive's office and internal departments.

• Serve as the Executive s administrative liaison to the Senior Management Team including coordinating meetings, arrange travel, process travel reimbursement requests, and prepare and distribute Board meeting materials.

• Schedule and coordinate management meetings prepare materials for review prior to the meetings, and take and distribute notes.

• Prioritize conflicting needs, manage matters expeditiously, proactively, and follow-through on projects to successful completion within deadlines.

• Successfully complete critical deliverables with a hands-on approach, including drafting letters, personal correspondence, and other tasks that facilitate the Executive s ability to effectively lead the company.

• Assist in coordinating the agenda of senior management team meetings.

• Prepare an account of meetings and follow up on assigned action items.

• Maintain high standards of personal integrity and performance.

• Perform a variety of special projects as requested by the Executive and Senior Executive Team members.

Work Environment:

• Work Hours - this role requires the Flexibility to accommodate different time zones and urgent tasks outside of regular business hours.

• Primarily in-office as required. Ability to travel regionally occasionally for business needs.