Assistant, Senior Executive

Job Summary

Administers executive support by managing confidential communications, coordinating schedules, and organizing business travel arrangements. Coordinates somewhat complex tasks using business software applications to prepare reports, presentations, correspondence, and meeting agendas. Identifies opportunities to improve administrative processes by evaluating secretarial standards, policies, and best practices to enhance organizational efficiency. Engage with the executive leader’s staff to coordinate and track follow-ups and action items.

Key Responsibilities

• Administers senior executive schedules, meetings, and travel arrangements, ensuring effective time management and coordination of various tasks and priorities.

• Analyzes somewhat complex issues and provides solutions using established procedures and systems, ensuring that senior executives are able to make informed decisions. This will include attending executive staff meetings, taking notes, compiling action items with follow-ups, and coordinating follow-ups and action tracking.

• Applies knowledge of the organization’s processes and systems to support senior management’s objectives and ensure alignment with overall business goals.

• Coordinates somewhat complex projects, events, and initiatives, working with cross-functional teams to ensure timely execution and completion of deliverables.

• Communicates effectively with internal and external stakeholders, serving as a liaison between senior executives and key partners or clients to enhance business relationships. This will include engagements with banks, consultants, the family office, and other executives.

• Documents and organizes meeting notes, reports, and action items, ensuring all executive-related information is accurately captured and easily accessible for future reference.

• Identifies opportunities to improve operational processes and systems, providing recommendations to enhance senior executive efficiency and streamline workflows.

• Completes routine administrative tasks, such as preparing presentations, correspondence, and reports, ensuring that all documents meet the quality standards and deadlines set by the senior executives.

• Recommends improvements to administrative processes, leveraging insights gained through day-to-day activities to optimize workflows and improve team collaboration.

• Performs other duties as assigned

• Complies with all policies and standards

Required Education & Experience

Minimum Education Level: Bachelor's Degree

Years of Experience: 5-7 Years

Preferred Education & Experience

Master's degree

Years of Experience: 8-11 Years

Spans of Control

Does this role Manage Southwire Team Members: No

Travel

Travel: up to 25%

Executive Assistant role requires onsite support for the senior leader including regular travel between Headquarters and the Battery location. The position also requires occasional travel (approximately 5%) to support meetings, special events, and other business-related engagements.

Physical Requirements

Moving: 5%

Standing: 5%

Sitting: 90%

Working Conditions

Office

Equipment

Computer/Keyboard

Competencies

Skills