Executive Administrative Assistant

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Job SummaryThe Executive Assistant to the Executive Team is tasked with optimizing the Executive Team’s daily global business operations by efficiently managing administrative responsibilities. This role demands a high level of professionalism and diplomacy in interactions with a wide array of stakeholders, including but not limited to company officers, department managers, external executives, customers, vendors, employees, community leaders and legal counsel.Key Attributes

• Problem solver. Being able to solve problems through critical and analytical thinking for decisive action.
• Team player. Have team-oriented experience and approach.

• Responsive. Represent the company and the Executive Team in a positive light through great follow-through skills and sound judgment.
• Organized. Manage the incredibly complicated schedules of the Executive Team, which means planning meetings and all travel details. A high level of organization is necessary to weave meetings and travel into the rest of the daily schedule of duties.
• Planner. Excellent time management skills; proven ability to meet deadlines.

• Discrete. Demonstrate ability and temperament to work with sensitive materials and information, some that could have significant legal or operational impact if mishandled.
• Service focus. Dedicated to meeting the Executive Team’s needs by maintaining effective relationships with interested parties.
• Self-motivated.  The Executive Assistant must anticipate needs and spot problems that need solving and work that must be completed before being told to do it.
• Assertive. Navigate challenging situations effectively and professionally.
• Growth-minded. Must be able to accept feedback and not be afraid of a misstep knowing that being in a constant state of learning and pursuing excellence is more important than avoiding failure.
• Adaptable. Be able to adapt to a changing landscape. Travel plans change, meetings fall through, information is needed yesterday. At that high level, they must be ready to shift gears or make quick decisions if a situation calls for it.

• Accessible and Flexible. Adtran is a global company. Be responsive to emails/texts/phone calls within various time zones. Accommodate flexible hours as dictated by the needs of business for projects and meetings.

• Professional. Professional demeanor, in all interactions and in both appearance and communication.
• Committed to excellence. Perform duties at the highest level possible on a consistent basis.

Daily Responsibilities

• Scheduling. Manage the Executive Team’s calendars, schedule and prepare for meetings, and coordinate travel.

• Event and Meeting Planning. Plan and organize events such as meetings, conferences, training events, speaking engagements, business dinners, etc., including preparing all information, taking notes, and conducting follow-up as needed.

• Reports. Including expense reports as well as reports the Executive Team needs to stay on top of information required to do his/her job.
• Administration and Office Management. Includes everything from managing petty cash, processing mail, or even replenishing or tracking supplies needed in the office. Light bookkeeping duties may be included.
• Communication. Responding to email and managing the Executive Team’s inboxes. Screen incoming telephone calls; take and deliver accurate messages; respond to requests by gathering and providing information and referring non-routine calls to the appropriate staff.
• Technical skills. Able to use (or quickly learn to use) the various tools necessary for document creation, file management, meetings, communication, and archiving.
• Support. Serve as back-up to the Executive / Personal Assistant to the CEO.
• Other duties. Complete ad hoc projects as assigned.

Qualifications

• Bachelor's degree in business administration or relevant field
• 8-12 years of executive administrative support at a C-level
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, & Outlook)
• Must possess exemplary verbal and written communication skills
• Ability to work autonomously with a comprehensive level of organization to efficiently manage all scheduling, documentation, and meeting requirements of the executive staff
• Ability to handle sensitive information with the utmost confidentiality and discretion