Executive Assistant

Society for Human Resource Management - Alexandria, VA (30+ days ago)4.1


Overview
Summary

The Executive Assistant’s primary responsibility is to provide executive administrative support to the Chief Transformation Officer (CTO), a member of the Executive Team. This includes comprehensive support in making sure the administrative function of the division are conducted effectively for the CTO. Most notably, the position is responsible for scheduling appointments and managing all of the CTO’s calendar, travel arrangements, assisting in the tracking of the division’s expenses against budget allocations, and preparing materials for meetings, Committees, and Board meetings as applicable. The position interacts extensively with external stakeholders including senior SHRM leadership, and SHRM members to facilitate their requests for information and materials.

Responsibilities
Duties & Responsibilities

Perform a full range of administrative services, including maintaining daily schedules, making appointments, planning and arranging meeting logistics and invitations, coordinating the preparation of advance agenda material and presentations for meetings.
Assume and perform clerical duties, including copying, mailing, processing purchase orders and invoices, completing expense reports, preparing correspondence and receiving visitors for the Executive. Provide proofreading, word processing, and graphics support, as needed.
Track all expenses against budget allocations, and summarize the variances on a monthly basis.
Provide outstanding and timely administrative support to the CTO by applying independent judgement and decisions within established guidelines. Maintain professional behavior and interactions with department heads and other staff in order to facilitate executive and division requests.
Conduct research, prepare reports and presentations, handle information requests as directed by the Executive.
Maintain continuity of office in the executive's absence. Maintain responsibility for the critical organization, prioritization, and scheduling of the division.
Organize and maintain filing systems, answer phones, work in a team of administrative professionals, and provide backup for one another, as needed and directed.
Take minutes at department meetings and distributes them as appropriate.
Assist the overall division by serving as an expert on matters pertaining to administrative procedures.
In collaboration with other Executive Assistants, assist in developing administrative processes to ensure the efficient operation of the organization and its divisions, and serve as a resource to provide guidance and development for administrative staff across the organization.
Assume responsibility for CTO specific duties and requirements as directed by the CTO and based on the need, including but not limited to special projects, facilitating internal communications, training other staff, vendor or program coordination, and policy/procedures maintenance.
Qualifications

THESE ARE THE SKILLS YOU WILL NEED IN YOUR TOOLBOX:
Proficiency with Microsoft Office, including Outlook, Microsoft Word, Excel, Access and Power Point.
Strong project and time management skills.
Strong written and oral communication skills with the ability to communicate professionally within all levels of the organization.
Customer service oriented approach to responding to members and staff.
Analytical and problem-solving skills.
Ability to prioritize, plan and carry out responsibilities independently with a minimum of supervision.
Ability to apply considerable judgment, tact, and ability to perform duties in a confidential manner.
Ability to perform multiple tasks successfully in a fast-paced environment or where priorities evolve quickly.

THIS IS WHAT YOU MUST BRING TO THE TABLE:
High school diploma or equivalent; Bachelor's preferred.
7 years of experience in administrative support roles with a minimum of 5 year providing executive-level administrative support.
Demonstrated experience with calendar management, making travel arrangements (international & domestic), and managing expense reports.
Experience in working with and troubleshooting various mediums of technology, including Smart phones, tablets, and laptops.
Budget tracking and coordination experience preferred but not required.
Experience preparing and crafting presentations preferred but not required.
Communication and strategic planning experience preferred but not required.

HERE IS SOME ADDITIONAL INFORMATION YOU WILL NEED TO KNOW:
PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit, use hands to finger, handle or feel objects, tools or controls; reach with hands and arms. The employee is occasionally required to stand, walk, stoop, kneel, crouch or crawl. The employee may occasionally lift up to 20 pounds.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This job requires occasional travel 0-10%.

The Society for Human Resource Management is an equal opportunity employer (Minority/Female/Disabled/Veteran).

ACCESSIBILITY NOTICE: If you need a reasonable accommodation for any part of the employment process due to a physical or mental disability, please send an email to: accessibility@shrm.org or TDD (703) 548-6990.