Executive Assistant

In this position, the Executive Assistant will support BarkleyOKRP's C-Level Executives. This person will be the supportive force that empowers our partners and their executive in a timely and professional manner and should be well organized, have great time management skills, and be able to act without guidance. The ideal candidate is both approachable & respectful, comfortable with new technology, virtual meeting platforms, and scheduling systems, and can maintain a realistic balance among multiple priorities. This person should also be able to identify and address the needs of C-Level Executives and perform administrative tasks to ensure the workflow runs smoothly.

Responsibilities

• Assist the C-Level Executive(s) with daily administrative duties and complete a broad variety of administrative tasks.
• Coordinate fast-paced, complicated scheduling and extensive calendar management, as well as administration of content and flow of information to C-Level Executives.
• Work closely and effectively with C-Level Executive(s) to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately.
• Coordinate and book travel arrangements—air, transportation, and accommodation—as well as a place on the calendar, and communicate those arrangements with a high level of detail and follow-through.
• Demonstrate the ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
• Plan, coordinate, organize, and help at various company/department meetings, events, and celebrations as needed.
• Have the ability to create and edit presentations and materials.
• Be easily accessible for after-hours travel, scheduling, and other needs.
• Pick up deliveries and run errands as needed for both business and personal purposes.
• Prepare, complete, and reconcile expense and mileage reports in a timely manner.
• Complete timesheets, both billable and non-billable.
• Manage emails in the Executive's inbox and respond on behalf of the Executive (multiple emails).
• Act as the point of contact among executives, partners, and other external partners.
• Manage information flow in a timely and accurate manner.
• Must have strong writing and review skills, and demonstrate ability in using Google Applications.
• Format information for internal and external communication.
• Prepare agendas and take minutes during meetings.
• Organize and maintain a digital filing system.
• Appropriately relay important information promptly and clearly, maintaining confidentiality as needed.
• Manage sensitive matters with a high level of confidentiality and discretion.
• Maintain excellent communication and time management skills, with a proven ability to meet deadlines.
• Ability to function well in a high-pressure, fast-paced environment.
• Perform additional duties as assigned by executives.
• Prioritize inquiries and requests while troubleshooting conflicts; make judgments and recommendations to ensure smooth day-to-day engagements.
• Provide hospitality to all guests and help to create a welcoming environment.
• Assist with special projects/duties as assigned for the overall benefit of the organization.

Qualifications

• Proven work experience as an Executive Assistant supporting C-Level Executives or similar roles (3+ years of experience).
• Tech-savvy, with proficiency in Google Applications and other office productivity tools, and ease of adoption with new software and systems.
• Experience exercising discretion and confidentiality with sensitive company information.
• Excellent organizational and time management skills, creative and willing to take on work independently and coordinate multiple projects at once.
• Excellent verbal and written communication skills.
• Strong ability to execute work with a diversity, equity, and inclusion lens.
• High degree of professionalism in dealing with diverse groups of people, including senior executives, partners, and external leaders.
• Make appropriate, informed decisions regarding priorities and available time.
• Ability to complete a high volume of tasks and projects with little or no supervision.
• Able to maintain a high level of integrity and discretion in handling confidential information.
• Highly adaptable, with the ability to switch gears at a moment's notice.
• Flexible team player prepared to do what it takes to get the job done, versatile, and enjoys a challenge.
• Able to work under pressure.
• Flexible hours as dictated by the needs of the business for projects and meetings.
• Networking and negotiating skills.
• Multi-tasking.
• Pay attention to detail.
• Willingness to learn.