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Executive Assistant

Charlotte, North Carolina

Job Description:

Typically supports a Band 2 executive and primary Direct Reports, handling administrative duties. Performs diverse, advanced and confidential administrative support including composing, signing and releasing routine but somewhat complex correspondence. Relieves management of administrative details; gathers, compiles and reports information relevant to/for the executive. Reads, screens, refers and responds to incoming mail, ensuring that referrals are made, responses are gathered and summarized. Typically manages different and conflicting objectives, projects or activities at once. Coordinates schedules for corporate level executives. May act as liaison to outside groups coordinating events where the executive is a corporate chair, director or committee member. Communicates with executives and line management to gather/convey relevant information. Some staff at this level are involved in high-level client contact and exposure to sensitive information and must use considerable tact, diplomacy and judgment.

Responsibilities:

  • Researches, prioritizes, and follows up on incoming issues and concerns, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response
  • Right hand person to the executive while providing interactive support throughout the day: starting conference calls and Telepresence meetings, printing time sensitive documents, and phone coverage
  • Supports diverse recruiting efforts across CFO organization
  • Preparation and delivery of highly confidential documents to C-Suite level executive team
  • Update/prepare org charts as needed
  • Daily contact with MTM (CEO) level Executive Assistants regarding time sensitive meetings
  • Track forecasting cycles and schedule quarterly meetings accordingly
  • Coordinate conference rooms and offsite meeting space
  • Complete access reviews/Access Request (ARM) requests as needed
  • Support in preparing agendas and documents for core routines, such as leadership meetings
  • Travel and expense management
  • Calendar management - upcoming commitments and responsibilities
  • Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics
  • Guest and client hospitality: greeting guests and escorting to appropriate conference room.
  • Travel arrangements – domestic and international

Required Skills and Experience:

  • 3+ years supporting a senior leader or executive
  • Anticipate, prioritize and prepare executive for conference calls, meetings and presentation
  • Must be comfortable managing a complicated, changeable meeting and travel schedule, and able to help manager prioritize and balance one-off and meeting routines
  • Highly organized with strong attention to detail is critical
  • Ability to work effectively under pressure and time constraints 
  • Strong written and verbal communication skills along with excellent interpersonal skills
  • Exemplary demonstrated work ethic with a desire to learn the business
  • Ability to learn quickly and take on new responsibilities 
  • Must be polished, proactive and thrive in a demanding, fast-paced and constantly changing environment
  • Proven track record of proactively, and independently, organizing with an ability to anticipate next steps and possible issues while working to effectively resolve issues
  • Concur or similar experience processing travel and expenses 
  • Domestic and international travel experience
  • Advanced skills in Outlook and other MS Office programs (Excel, Word, PowerPoint) 

Desired Skills and Experience:

  • Undergraduate degree, or equivalent experience
  • Microsoft Visio for organizational charts and other flow charts
  • Advanced PowerPoint for meeting presentations
  • Event planning experience for offsite meetings
  • Administrative support to C-Suite level executives

Job Band:

H7

Shift: 

1st shift (United States of America)

Hours Per Week:

40

Weekly Schedule:

Referral Bonus Amount:

0

Job Description:

Typically supports a Band 2 executive and primary Direct Reports, handling administrative duties. Performs diverse, advanced and confidential administrative support including composing, signing and releasing routine but somewhat complex correspondence. Relieves management of administrative details; gathers, compiles and reports information relevant to/for the executive. Reads, screens, refers and responds to incoming mail, ensuring that referrals are made, responses are gathered and summarized. Typically manages different and conflicting objectives, projects or activities at once. Coordinates schedules for corporate level executives. May act as liaison to outside groups coordinating events where the executive is a corporate chair, director or committee member. Communicates with executives and line management to gather/convey relevant information. Some staff at this level are involved in high-level client contact and exposure to sensitive information and must use considerable tact, diplomacy and judgment.

Responsibilities:

  • Researches, prioritizes, and follows up on incoming issues and concerns, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response
  • Right hand person to the executive while providing interactive support throughout the day: starting conference calls and Telepresence meetings, printing time sensitive documents, and phone coverage
  • Supports diverse recruiting efforts across CFO organization
  • Preparation and delivery of highly confidential documents to C-Suite level executive team
  • Update/prepare org charts as needed
  • Daily contact with MTM (CEO) level Executive Assistants regarding time sensitive meetings
  • Track forecasting cycles and schedule quarterly meetings accordingly
  • Coordinate conference rooms and offsite meeting space
  • Complete access reviews/Access Request (ARM) requests as needed
  • Support in preparing agendas and documents for core routines, such as leadership meetings
  • Travel and expense management
  • Calendar management - upcoming commitments and responsibilities
  • Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics
  • Guest and client hospitality: greeting guests and escorting to appropriate conference room.
  • Travel arrangements – domestic and international

Required Skills and Experience:

  • 3+ years supporting a senior leader or executive
  • Anticipate, prioritize and prepare executive for conference calls, meetings and presentation
  • Must be comfortable managing a complicated, changeable meeting and travel schedule, and able to help manager prioritize and balance one-off and meeting routines
  • Highly organized with strong attention to detail is critical
  • Ability to work effectively under pressure and time constraints 
  • Strong written and verbal communication skills along with excellent interpersonal skills
  • Exemplary demonstrated work ethic with a desire to learn the business
  • Ability to learn quickly and take on new responsibilities 
  • Must be polished, proactive and thrive in a demanding, fast-paced and constantly changing environment
  • Proven track record of proactively, and independently, organizing with an ability to anticipate next steps and possible issues while working to effectively resolve issues
  • Concur or similar experience processing travel and expenses 
  • Domestic and international travel experience
  • Advanced skills in Outlook and other MS Office programs (Excel, Word, PowerPoint) 

Desired Skills and Experience:

  • Undergraduate degree, or equivalent experience
  • Microsoft Visio for organizational charts and other flow charts
  • Advanced PowerPoint for meeting presentations
  • Event planning experience for offsite meetings
  • Administrative support to C-Suite level executives

Shift:

1st shift (United States of America)

Hours Per Week: 

40

Learn more about this role

Full time

JR-22001095

Band: H7

Manages People: No

Travel: No

Manager:

Talent Acquisition Contact:

Kristen Perry

Referral Bonus:

0

Street Address

Primary Location:
100 N TRYON ST, NC, Charlotte, 28255