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Executive Assistant

Company: Vip
Location: Bethesda
Posted on: January 13, 2022

Job Description:

The Executive Assistant serves as the primary contact for managing business scheduling and vetting, triaging, and prioritizing competing requests for both the President and the COOs time from internal and external parties.
The EA must be extremely poised, professional, exceptionally organized, and courteous in the role of the Presidents and the COOs gatekeeper to ensure all parties seeking their attention feel their requests are understood and are properly sequenced and scheduled.
Duties and responsibilities

  • Coordinates all travel arrangements along with hotel, travel itineraries, expense reports and business materials and agendas.
  • Prepares each days schedule with required agendas for meetings and required research, documents, financials, and other information necessary to ensure each Executives fully prepared for each meeting. Follows up with meeting attendees for ownership on next steps and holds appropriate parties accountable for delivering required materials on time.
  • Executes a broad variety of administrative tasks to ensure the respective Executive is managing their time to maximum efficiency including managing active and dynamically changing calendar of daily and weekly appointments. Plans, coordinates, and ensures both the President and the COOs schedule is adhered to and respected. Ensures both are on time for continual series of meetings.
  • Works with other operations staff: HR, Marketing, etcetera as needed to obtain information or follow through on requests.
  • Communicates directly with staff on matters related to the Executives requests.
  • Screens incoming calls, determining whether it requires the attention of the Executive or can be delegated.
  • Researches, prioritizes, and follows up on incoming issues and concerns addressed to the Executive, including those of a time sensitive or confidential nature. Determines appropriate course of action, referral, or response.
  • Maintains confidentiality of each Executives correspondence, files, and other documents.
  • Provides clear and direct communication between the Executives office and internal departments; demonstrating leadership to maintain credibility, trust, and support with senior management staff.
  • Coordinates with other EAs on execution of internal and external business events including venue, menu, flowers, etc.
  • Partners closely and effectively with each Executive to keep him informed of developing matters and project progress, upcoming commitments, and responsibilities. Maintains continual communication with the President and the COO to adjust to schedule changes or new requests.
  • Successfully completes critical aspects of deliverables with a hands-on approach, including drafting letters, personal correspondence, and other tasks as assigned.
  • Proactively problem solves and develops back up plans to ensure lack of disruption in the Executives productivity and daily goals.
  • Meets with each of the Executives in the morning to review the days needs and at the end of the day to ensure next day is well organized.Qualifications
    • BS/BA or equivalent combination of education and/or experience required.
    • 6-10 years + experience supporting multiple senior business leaders required.
    • Experience in real estate a preferred.
    • Special events management a plus.
    • Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms.
    • Flexibility on schedule with the ability to stay past traditional hours as needed.
      Compensation will depend on experience, but can range from $ Jobble

Keywords: Vip, Bethesda , Executive Assistant, Other , Bethesda, Maryland

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