Executive Assistant

Position Objective: To provide complex administrative support functions for the Vice President/General Manager and senior leadership of the Discovery Sciences business unit. Essential Functions: •Handle highly confidential, sensitive and/or critical information, files, records and reports with discretion.•Perform advanced word processing and desktop publishing to include complex presentations, reports, spreadsheets and graphs in support of internal/external meetings and corporate processes. •Coordinate complex domestic and international travel for the VP/GM and senior leadership while adhering to corporate travel policy. •Collect receipts and file expenses for supported travelers in an accurate and timely manner and approve expense reports as directed.•Coordinate efficient, well-organized internal and external meetings, including offsite meetings, by scheduling/updating invites, booking resources/catering/hotel rooms, coordinating agendas, arranging phone/video conferences, partnering with IT and Facilities staff, and taking/distributing minutes.•Maintain calendar for VP/GM and senior leadership, including tracking and following up on meeting requests and resolving conflicts.•Screen mail and callers for VP/GM, responding to and routing inquiries from internal and external customers to appropriate personnel as necessary; determine importance and priority of various issues and take proactive action as necessary.•Liaise with Division and CEO administrative staff in support of corporate processes.•Act as a backup for site administrative staff, including occasionally covering the reception area for short periods.•Track and distribute customer visit information.•Maintain memberships and subscriptions.•Act as liaison for the site with regards to general University Research Park information.•May be required to perform other related duties as required and/or assigned.Nature and Scope:Must demonstrate judgment, tact, and diplomacy in dealing with internal and external customers, as well the ability to handle highly confidential and proprietary information. Must be able to interface effectively within all levels of the organization and with senior executives outside the company. Excellent written and oral communication skills are required. Job encounters varying work situations, involving significant complexity. Considerable independent judgment and initiative are required in resolving problems and making recommendations. Accuracy is required in performing all functions of this position. Initiative and organization skills are extremely valuable to ensure a smooth office operation. Education:Associate’s or Bachelor’s degree in business or similar discipline, or the equivalent knowledge and experience required.Experience:•Requires a minimum of seven years of related specialized administrative experience including experience working with senior level management and confidential information•Must demonstrate exceptional computer skills and software application proficiency in Microsoft Office, particularly in Outlook, PowerPoint, and Word. Must be web savvy.•Ability to multi-task and prioritize work and activities to meet deadlines.Working Conditions:Works in an office environment. Occasional travel within the city may be required