Executive Administrator

Library Systems & Services Llc - Rockville, MD

Full-timeEstimated: $57,000 - $75,000 a year
Library Systems and Services is currently seeking a highly experienced Executive Administrator to work with the Leadership Team of our organization. This position provides administrative support across all areas and levels of the organization and utilizes an array of business software applications. The Executive Administrator provides communications support, handles confidential matters, arranges business travel, coordinates meetings, supports agenda management & expense tracking, and prepares presentations and department reports. Overall objective is to support senior leaders and the CEO by performing advanced-level administrative work of complex nature including planning, coordinating, organizing and producing work that requires a high level of independent judgment and discretion.

Provides a bridge for smooth communication between the CEO and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
Works closely and effectively with the CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a barometer, having a sense for the issues taking place in the environment and keeping the CEO updated.
Successfully completes critical aspects of deliverables with a hands-on approach, including drafting emails, personal correspondence, sitting in for meetings on behalf of or accompanying CEO, and other tasks that facilitate the CEO's ability to effectively lead the company.
Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
Provides detailed notes and summaries for all meetings and events
Responsible for Board Meeting notices and communications, off-site meeting logistics including hotel, equipment, meals, drivers, and equipment. Also responsible for coordinating schedules and for preparing and distributing Board packets.
Member of Peer Review Committee - Reviews company presentations, newsletters, labels, for accuracy, grammar, and general tone
Works independently and within a team on special nonrecurring and ongoing projects. Acts as project manager for special projects, at the request of the CEO.
Schedules all Executive Management Team and Leadership Team Meetings-at HQ and off-site. Responsible for all meeting arrangements—meeting and sleeping rooms, meals, communications, equipment needs, etc. and where requested, attend meetings to capture action items or subjects particular interest.
Maintains the office of the CEO, including calendar management, expense reports, travel coordination, answering calls, routing correspondence and other support as needed
Event Planning –coordinate logistics (including venue, contracts, IT/AV needs, vendor relationships, catering, VIP travel plans) for special group meetings as well as organize office activities including holiday parties and team development events

HS Diploma required. Bachelor’s degree preferred.
Minimum of 10 years’ experience in an administrative role supporting senior management
Excellent communication and organizational skills
Ability to manage multiple tasks while meeting all deadlines on a regular basis
Strong stewardship of confidentiality and time sensitivity
Ability to interact with all departments of the corporation and outside professionals
Extensive knowledge of Word, Excel, Outlook and PowerPoint required
LS&S is an EOE; Veterans/Disability