Executive Assistant

 

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 & communicating 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-hour travel, scheduling, and other needs. 

• Pick up deliveries and run errands as needed for both business and personal. 

• Prepare and complete expense and mileage reports in a timely manner and reconciliation. 

• Complete timesheets; both billable/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 written 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 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 business for projects and meetings. 

• Networking & Negotiating Skills. 

• Multi-Tasking. 

• Pay Attention To Detail. 

• Willingness To Learn. 

• At BarkleyOKRP, DEI+B drives work that matters. We believe people and creativity are made of the same substance, and when every perspective is valued, the impact is stronger. We build belonging as a business strategy, power inclusive creativity that delivers measurable results, and hold ourselves accountable as a B Corp committed to progress over performative intent. When people are valued, the work carries greater impact.