EA Specialist II

The Administrative Specialist II serves as the primary point of contact for internal constituencies on all matters pertaining to the senior executives they support.  At the Administrative Specialist II level, scope and number of executives an Executive Administrative Specialist supports will likely increase, become more complex and/or span both time zones and lines of business.   The Administrative Specialist II must be creative and enjoy working within a small, entrepreneurial, technology environment that is mission-driven, results-driven and community oriented. 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 realistic balance among multiple priorities. The Administrative Specialist II 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.

What You’ll Do

Executive Support

• Completes a broad variety of administrative tasks for the executives they support including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.

• Plans, coordinates and ensures the executive's schedule is followed and respected. Provides 'gatekeeper' and 'gateway' role, creating win-win situations for direct access to the executive's time and office.  

• Communicates directly, with customers, employees, and others, on matters related to the assigned executives’ work.

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

• Works closely and effectively with the assigned executives to keep him/her 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 assigned executive updated.

• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the executive’s ability to effectively lead his/her department.

• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures. 

• File and retrieve corporate documents, records and reports.  Open, sort and distribute incoming correspondence, including faxes and email.

• Assist the facilities team by greeting visitors and determine whether they should be given access to specific individuals and performing general office duties such as ordering supplies and maintaining records management database systems, as needed.

• Prepare expense reconciliations and work with internal accounts teams.  Organize lunches, pay bills, make purchases and assist with banking errands.

• Establish, develop. maintain and update filing systems and documents; including but not limited to the company data room and Executive files.  Retrieve information from files when needed.

• Lead, plan and assist in scheduling, planning and executing offsite events for employees and outside guests.  Assist and coordinate with the facilities team to do the same for onsite events as needed.

Senior Leadership Liaison

• Participates as an adjunct member of the assigned executive’s leadership team including assisting in scheduling meetings and attending some or all meetings.

• Assists in coordinating the agenda of leadership team meetings and off-sites, and all staff meetings.

• Facilitates cross-divisional coordination of travel and outreach plans.

• Organize senior team outings and social events.

Communications, Partnerships, and Outreach

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

Who you are

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

• Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, external partners and customers.

• Expert level written and verbal communication skills.

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

• Emotional maturity.

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

• Proven ability to handle stressful situations, 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.

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

• Education and Experience Requirements

  • Bachelor's degree or equivalent experience required

  • Strong work tenure: five to 10 years of experience supporting executives, preferably in a technology company.

  • Google suite experience preferred, Adobe Acrobat

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