Executive Administrative Assistant to CEO (Position In Hicko…

Job Title: Executive Administrative Assistant

JOB PURPOSE

The Executive Administrative Assistant will provide direct administrative and project management support to the Transportation Insight Chief Executive Officer (CEO) and Chief Commercial Officer (CCO) by creating and preparing agendas, travel, expenses, presentations, documents, spreadsheets, and schedules. The Executive Assistant will report directly to the CEO.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Enhance the work efficiency and effectiveness of Transportation Insight’s CEO and CCO through general assistance and organizational support on a daily basis. Work will include day to day interaction with CEO, COO, other company leaders and associates, as well as clients and other external parties. Coordinate and manage calendars for the CEO and CCO by planning and scheduling meetings, conferences, teleconferences; prioritizing functions and appointments; ensuring that meetings, deadlines, presentations and logistics are handled seamlessly
• Manage and maintain professional contacts for the CEO and COO through the use of MS Outlook, LinkedIn or other tools
• Facilitate internal and external requests and various aspects of interdepartmental communication
• Write reports on the status of major projects, after-meeting action item reports, and other reports and updates that keep the CEO and CCO informed at all times on the status of assignments, projects and general operations
• Organize and plan executive and leadership meetings, all-staff meetings, board meetings and retreats to include travel logistics, preparation of agendas and presentation materials, and general flow to ensure successful outcomes of every meeting
• Create spreadsheets and charts, PowerPoint presentations, visual representations and diagrams
• Plan and prepare for all meetings both internally and externally by developing or researching background on the meeting participants, gathering information relevant to the subject matter to ensure the CEO and CCO are prepared to respond to questions and are knowledgeable about the meeting agenda and related topics
• Provide historical reference by developing and using filing and retrieval systems, and creating written notes or taking minutes at meetings
• Identify and implement an ongoing process improvements using technology and best practices to facilitate executive communication, prioritization, and overall efficiency and effectiveness
• Coordinate and book all travel for the CEO and CCO, as well as prepare and maintain accurate records of all expense reports
• Special projects as assigned

JOB REQUIREMENTS

• College degree or 7+ years related experience
• 7+ years’ general administrative and office experience
• 5+ years’ experience working in an executive administrative environment, exercising independence and skill in self-managing priorities in an organization with more than 500 employees.

KNOWLEDGE, SKILLS, AND ABILITIES

• Tech-savvy, highly proficient in Microsoft Office applications (Word, Excel, PowerPoint, Outlook)
• Experience managing travel, purchasing and expense systems
• Enthusiastic, self-motivated, proactive, effective under pressure, and flexible
• Ability to work with minimal supervision, work well individually and in teams, share information, and support colleagues
• Excellent at following up and following-through
• Bold and fearless attitude working with Executive level positions
• Able to work outside of normal work hours as needed
• Strong organizational and time management skills
• Excellent verbal and written communication and interpersonal skills
• Excellent note-taking skills

**MAY PERFORM OTHER DUTIES AS ASSIGNED**

WORK ENVIRONMENT

Standard office environment, usually indoors away from the elements with moderate noise. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

PHYSICAL EFFORT

Maintain a stationary position for extended periods; move about the office, operate computers and files, as needed; and frequently communicate with others. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee is required to stand, walk, and reach with hands and arms. Occasionally, the employee is required to lift boxes up to 20 pounds.

SCHEDULING

This is a full-time benefits-eligible position, working Monday through Friday; 8:00 a.m. – 5:00 p.m. An employee in this position must be available to work occasionally on weekends and evenings, during peak periods.

TRAVEL

Local travel is required. Out of state travel is limited, but may be required for special training/conferences.

DISCLAIMER
The above statements are intended to describe the general nature and level of work being performed. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required.

Job Type: Full-time

Experience:

• Microsoft Office: 5 years (Preferred)
• Executive Support: 7 years (Preferred)
• Administrative Assistant: 7 years (Preferred)

Education:

• Associate (Preferred)