Executive Assistant

Job Description:

The client, a Westport, CT-based firm, seeks an experienced Executive Administrative Assistant.

Executive Assistant Position Summary:

The Executive Assistant will support the Head of People Operations and the People Operations Pillar. The executive assistant will enable the Head of People Operations and the People Operations Pillar to operate efficiently and effectively by providing seamless administrative coverage and support. The Executive Assistant must have a proven track record of excellent judgment, discretion, and integrity when managing responsibilities.

The hours are Monday through Friday, 9 am-5 pm, lite OT.
Hourly up to $35

Day-to-day responsibilities would include a combination of the following:

• Manage a complex and dynamic calendar, liaise with internal stakeholders, coordinate schedules, calendars, and other shared activities, plan and set up appointments and activities proactively and accurately, and ensure efficient use of time while enabling Pillar Head's shifting priorities.
  
• Supporting pillar operations in various ways such as creating newsletters, managing intranet sites, invoices, and liaising with various departments to support internal operations.
  
• Ensure Pillar Head stays on schedule, meets daily deliverables, and monitors and maintains task lists, dashboards, and workflow.
  
• Assist with meeting preparation and follow-up, including maintaining agendas, creating pre-meeting materials, taking notes as needed, distributing, and checking on follow-up items.
  
• Manage the department's shared folder system, ensuring accuracy and thoroughness.
  
• Process and follow up on Pillar Head's service and support needs, including IT, purchasing, travel, and expense reimbursement.
  

  Requirements:

  Apply for this role if you are:
  
• A natural multi-tasker comfortable wearing many hats and supporting a dynamic organization.
  
• Discreet and professional in handling sensitive or confidential information and maintaining high integrity. Diligent and detail oriented.
  
• Results-driven while balancing and organizing many moving parts.
  
• Comfortable with ambiguity and quick pivots
  
• Have initiative and ability to exercise judgment in complex and ambiguous situations.
  
• Have excellent work ethic, can't stand being idle.
  
  Qualifications:
  
• Bachelor's degree preferred
  
• At least 10 years executive administrative assistant or similar experience in a high-intensity office setting
  
• Excellent time management and task management skills, including the ability to triage unexpected priorities
  
• Excellent written and oral communication skills and a professional demeanor
  
• Ability to coordinate, prioritize, and handle multiple projects simultaneously under minimal supervision
  
• Excellent with Microsoft Word, PowerPoint, proficient with Outlook, OneDrive, SharePoint, at least basic Excel knowledge
  
  Resumes/Interviews.