This Executive Assistant role provides primary executive level administrative support to the Vice President of Portfolio Strategy for Strategic Education Inc (SEI) and the Portfolio Strategy leadership team. This role requires top-notch interpersonal, organizational, and administrative skills and serves as an internal and external ambassador for the Portfolio Strategy department.
This trusted individual will work in partnership with VP of Portfolio Strategy and other Portfolio department leaders as assigned enabling them to focus on their overall objectives for Strategic Education Inc. (SEI). This role will also partner effectively with other SEI assistants which may include providing back-up support. This full-time position is located onsite at SEI’s downtown Minneapolis
Essential Duties & Responsibilities:
Proactively maintain and monitor executives’ workflow.Keep the VP of Portfolio Strategy and other assigned leaders apprised of matters relevant to the Capella University (CU), Strayer University (SU) and SEI business objectives and matters. Anticipate administrative support needs.
Respond to inquiries in a timely and professional manner. Coordinate the flow of incoming communications and outgoing communications by receiving, routing and/or responding to incoming communications and/or determine the appropriate department or individual to respond.
Provide and prepare information for reports and presentations using SharePoint, Microsoft PowerPoint, Excel and Word as assigned through research, data retrieval, compiling and/or tabulating data, and organizing and presenting the information in a professional and understandable format.Prepare and proofread correspondence for completeness, accuracy and for distribution and/or approval and signature.
Safeguard confidentiality by exercising discretion in communicating information and in handling administrative records, files, and similar confidential items.
Facilitate efficient and cost-effective travel for the VP of Portfolio Strategy and assigned leaders by making travel arrangements within prescribed schedule and cost parameters in accordance with SEI policies and procedures. Provide clear, comprehensive and proactive travel/meeting details to the VP and assigned leaders.
Coordinate Portfolio meetings.Ensure the success by proactively scheduling events, preparing and delivering agendas, coordinating presentation materials, arranging audiovisual and associated support equipment in a timely and effective manner.
Prepare expense reports and/or processes invoices for approval by leader according to corporate and regulatory guidelines.
Maintain and/or create filing systems, ensuring records are kept in an organized and readily accessible manner.
Serve as a contributing member of Executive Assistant Team which includes providing back-up administrative support for other executives or leaders as needed. Collaborate to ensure there is adequate Executive Assistant coverage while Executive Assistant is away from their desk for an extended period of time.
Proactively identify areas to gain efficiencies and improve processes and/or procedures and communicates ideas and training needs effectively to executive/assigned leaders and Executive Assistant team as appropriate
Other special projects/work as assigned.
Proactive Thinking skills – Anticipatory, change-oriented and self-initiated behavior. Acts in advance of a future situation with an appropriate sense of urgency, rather than just reacting. Takes control and makes things happen rather than waiting for something to happen or waiting to be told to do something.
Excellent attention to detail. Strong writing and proofreading skills and demonstrated ability to deliver a high quality product.
Demonstrated advanced Microsoft office skills including Microsoft Outlook, Word, Excel and PowerPoint in order to effectively draft and edit correspondence and produce high quality graphics/presentation materials.Experience working with SharePoint and WebEx helpful but not required.Ability to learn new technology/software.
Ability to work under pressure and to tight deadlines. Can work effectively in a multi-tasking office environment. High confidence level in addressing unplanned or short-notice issues requiring sound judgment and limited direction.
Demonstrated experience in working effectively, professionally and collaboratively with all levels of the organization.
Strong organizational skills are required with proven tools and processes.
Possess a process, project management and/or event planning orientation.
Must be able to deal effectively, appropriately and professionally with highly confidential and sensitive information.
Effective problem-solving skills and results-oriented. Strong personal drive; sets high standards and has a passion to achieve top results; holds self and others accountable
Demonstrated ability to be open to feedback, self-awareness, and ability to adapt to change effectively and professionally.
Three or more years’ experience as a senior level executive assistant or equivalent administrative, project management, event planning, communication or client focused experience, preferably in a dynamic, fast-paced environment.
Bachelor's degree from an accredited college or university preferred or equivalent work experience.
Must be able to travel up to 10% of the time.
Must be able to lift 0-10 lbs.
Able to work in a high-rise corporate office setting with office lighting.
Mobility within the office including movement from floor to floor.
Travel via plane, car, and metro may be required to perform this job.
Must be able to work more than 40 hours per week when business needs warrant.
Access information using a computer.
Effectively cope with stressful situations
Strong mental acuity
Regular, dependable attendance and punctuality are essential functions of this job.
Other essential functions and marginal job functions are subject to modification.
If you require a reasonable accommodation to complete our application process, please contact our Human Resources Department at firstname.lastname@example.org