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Senior Executive Admin Assistant
PRIMARY PURPOSE: To be responsible for the coordination of activities (operations and planning) and ensuring timely flow of information to and from the executive office; to handle details of a highly confidential and critical nature and function efficiently and effectively in a fast-paced professional environment; to independently manage multiple tasks and projects with competing priorities and deadlines; and to screen and prioritize communications and opportunities from external and internal sources.
ESSENTIAL FUNCTIONS and RESPONSIBILITIES
- Manages external contacts for CEO, proactively understanding who they are, which are priority contacts and keeping track of periodic communication needed for priority contacts.
- Anticipates the CEO's needs and proactively brings together appropriate people and resources to support the executive in addressing issues.
- When CEO chairs meetings, prepares agenda in advance, assists with and provides research/background information, content development, and creation of presentations; coordinates meetings.
- Manages the daily schedule of CEO, ensuring he knows his schedule 24 hours in advance; keeps appointments and meetings on time or changes schedules when necessary.
- Develops and maintains a system that alerts to upcoming deadlines on incoming requests or events.
- Manages CEO travel arrangements and proactively coordinates the pre-planning of trips with various internal functions, including arranging appropriate travel, visas, agendas and necessary contacts, country information, Sedgwick marketing materials, and other necessary preparations.
- Manages effective contacts and relationships with Board members, including arranging board member travel arrangements, expense reimbursements when needed, and board meeting logistics; acts as a first point of contact for Board member queries; and provides support as needed in preparation for Board meetings.
- Understands organizational policies and procedures necessary to ensure appropriate decision-making protocols are followed.
- Handles business and personal confidential information in a professional and discreet manner.
- Ensures that various administrative tasks are done in a effective and efficient manner, including copying, reviewing outside mail, drafting correspondence, screen phone calls when requested, and maintaining executive files as needed.
- Anticipates the needs of the CEO and acts accordingly.
- Acts as the CEO's representative and ambassador to external constituents as directed.
- Processes and maintains expenses for CEO.
- Is available during regular business hours, evenings and/or weekends on occasion/as needed to provide support and assistance to the CEO.
ADDTIONAL FUNCTIONS and RESPONSIBILITIES
- Performs other duties as assigned.
QUALIFICATIONS
Education & Licensing
Bachelor's degree from an accredited college or university preferred.
Experience
Five (5) years administrative assistant experience OR three (3) years executive level administrative experience OR equivalent combination of education and experience required.
Skills & Knowledge
- Excellent oral and written communication, including presentation skills
- PC literate, including Microsoft Office products - Word, Excel, and PowerPoint
- Good public relations skills
- Analytical and interpretive skills
- Strong organizational skills
- Excellent interpersonal skills
- Excellent negotiation skills
- Ability to work in a confidential environment
- Ability to work in a team environment
- Ability to meet or exceed Performance Competencies
WORK ENVIRONMENT
When applicable and appropriate, consideration will be given to reasonable accommodations.
Mental: Clear and conceptual thinking ability; excellent judgment, troubleshooting, problem solving, analysis, and discretion; ability to handle work-related stress; ability to handle multiple priorities simultaneously; and ability to meet deadlines
Physical: Computer keyboarding, travel as required
Auditory/Visual: Hearing, vision and talking
The statements contained in this document are intended to describe the general nature and level of work being performed by a colleague assigned to this description. They are not intended to constitute a comprehensive list of functions, duties, or local variances. Management retains the discretion to add or to change the duties of the position at any time.
Sedgwick is an Equal Opportunity Employer and a Drug-Free Workplace.
If you're excited about this role but your experience doesn't align perfectly with every qualification in the job description, consider applying for it anyway! Sedgwick is building a diverse, equitable, and inclusive workplace and recognizes that each person possesses a unique combination of skills, knowledge, and experience. You may be just the right candidate for this or other roles.