Senior Executive Assistant

Alexandria, VA, USA Req #189
Wednesday, October 28, 2020

SUMMARY:Reporting directly to the President and CEO of a publicly traded company, the Senior Executive Assistant provides executive support for both the CEO and Chief Financial Officer (CFO). The Senior Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the President and CEO and CFO. The Senior Executive Assistant also serves as a liaison to the board of directors and executive and senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects.

The Senior Executive Assistant must be assertive, proactive, extremely detail oriented, very well organized, adaptable, creative, trustworthy, work with a sense of urgency and enjoy working within a high-pressured, fast paced, entrepreneurial environment that is both culture and results driven.

The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a balance among multiple priorities. The Senior Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

DUTIES & RESPONSIBILITIES:(*Essential Duties)

Responsibilities include, but are not limited to:

  • Daily administrative duties and for the CEO and CFO including:

  • Communicates with the executive and leadership staff on the CEO/CFO’s behalf and coordinates logistics with high-level meetings both internally and externally.

  • Plans, coordinates and ensures the CEO/CFOs schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating flexibility and availability for direct access to the CEO/CFO’s time and office.

  • Manages logistics for in-office meetings including meeting, setup, breakdown, agenda management, note taking and action item summary and follow-up.

  • Communicates directly, and on behalf of the President and CEO/CFO, with Board members, Executive Leadership Team, Investors, and others, on matters related to CEO/CFO and company initiatives.

  • Researches, prioritizes, and follows-up on incoming issues and concerns addressed to the CEO/CFO, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.

  • Provides a bridge for smooth communication between the CEO/CFOs office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.

  • Works proactively and effectively with the CEO/CFO to keep them well informed of upcoming commitments and responsibilities, following up appropriately.

  • Successfully completes critical aspects of deliverables with a hands-on approach, including drafting correspondence, and other tasks that facilitate the CEO/CFO’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.

  • Board Support

  • Participates as an adjunct member of the Executive Leadership Team including assisting in scheduling meetings and attending all meetings

  • Ensures that the President's bio is kept updated and responds to requests for materials regarding the President and the organization in general

  • Edits and completes first drafts for written communications to stake holders

  • Edits, reviews and prints/binds all CEO/CFO presentations for internal and external stakeholders

  • Maintains Executive Leadership Team and Leadership Team annual calendar

  • Maintains Executive Leadership Team action and priority files

  • Performs other duties as assigned.

  • Occasional travel may be involved including local travel to handle errands.

  • Assists CEO with personal assistant matters

  • Other duties as assigned.

MINIMUM QUALIFICATIONS:

  • Bachelor's degree required

  • 5 to 10 years of experience supporting C-Level Executives

  • Travel requirement – Minimal Domestic Travel (2-3x per year) + Car and ability to do local errands

  • Experience and interest in internal and external communications, detailed calendar management, action and project planning and management

  • Proficient in Microsoft Office (Outlook, Word, Excel, Teams and PowerPoint), and Adobe Acrobat

  • Very strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail

  • Strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors

  • Excellent writing, editing, grammatical, communication, and research skills.

  • Demonstrated proactive approaches to problem-solving with strong decision-making capability

  • Highly resourceful team-player, with the ability to also be extremely effective independently

  • Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response

  • Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment

  • Ability to work with a broad range of senior leaders including Board members, investors, colleagues of the CEO and staff, and others.

  • Excellent project management, time-management, and problem-solving skills.

  • Ability to work independently and with professional discretion.

  • Forward looking thinker, who actively seeks opportunities and proposes solutions

PREFERRED QUALIFICATIONS:

  • Master’s degree business administration or related field

  • 10+ years’ experience as an executive assistant to C-suite executives

  • PMP or other certifications that show continued growth and development

*The selected applicant will be required to successfully clear a background check and drug test.

MENTAL REQUIREMENTS:
Think Analytically, Effective Verbal Communications, Effective Written Communication, Make Decisions, Observe/Examine Details, Remember Details, Interpret Data, Discriminate Colors, Concentrate on Tasks, Adjust to Changes, Handle Stress/Emotions

PERFORMANCE REQUIREMENTS:
Regular Attendance, Maintain Work Schedule, Irregular Hours, On Call Hours, Attend Meetings, Meet Deadlines, Keyboard/Type, Handle Confidential Info, Use Math/Calculations, Stay Organized

PHYSICAL REQUIREMENTS:
Stand, Sit, Bend, Talk, Hear, See, Repetitive Motion, Lifting Up to 10 Pounds, Carrying Up to 10 Pounds

ENVIRONMENTAL CONDITIONS:
Noise

VSE is an Equal Opportunity/Affirmative Action Employer and does not discriminate on the basis of race, color, religion, gender, age, national origin, disability, Protected Veteran status, sexual orientation, or any other characteristic protected by federal, state or local law.

Other details

  • Job Family Operations
  • Pay Type Salary
  • Alexandria, VA, USA