Position Summary
The Executive Assistant is responsible for providing comprehensive administrative and operational support to the senior executive group of DHC. This position requires the ability to anticipate executive level needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.
The ideal candidate must thrive in fast-paced environments, be able to manage through ambiguity and complexity, create and simplify processes, and simultaneously support and prioritize varying requirements/tasks impacting a growing organization. This role requires excellent communication and organizational skills and the ability to identify and eliminate bottlenecks, provide escalation management, anticipate, and make trade-offs and balance administrative and business needs versus operational constraints in alignment with the executives preferences. Maturity, curiosity, creative problem solving, and the ability to work as part of a team are all essential for success in this role.
Key Responsibilities
- Provide sophisticated calendar management for the DHC executive; prioritizing inquiries and requests while troubleshooting conflicts and making schedule recommendations to ensure smooth day-to-day engagements.
- Act as a liaison and provide support to the senior executive, arranging and handling logistics for executive and senior level meetings and events, including scheduling meetings; arranging catering; drafting agendas; developing, compiling, and distributing presentation materials; and recording meeting minutes.
- Complete a broad variety of administrative tasks that facilitate the executive team’s ability to effectively lead the organization, including assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with employees and 3rd parties; composing and preparing correspondence; maintaining contact lists; and coordinating travel arrangements.
- Serve as point of contact for internal and external stakeholders on all matters pertaining to the senior executive, including those of a highly confidential or critical nature.
- Prioritize and determine appropriate course of action, referral, or response on various matters, exercising appropriate judgement.
- Work closely with the executive to keep them informed of upcoming commitments and responsibilities, following up appropriately.
- Act as a "barometer," having a sense for the issues taking place among varying stakeholders and keeping the executive updated.
- Maintain open communications with the DHC executive team, including meeting regularly with their operations and technology leads; providing information and documents as needed.
- Coordinate executive level meetings and retreats and assist with staff meetings and events as needed.
- Provide a "gatekeeper" and "gateway" role, providing a bridge for smooth communication between the executives and employees, demonstrating the ability for leadership to maintain credibility, trust, and support.
- Complete projects by assigning work to appropriate staff, including the senior management, on behalf of the executive.
- Work with the senior executive to coordinate outreach activities; follow up on contacts made by the executive to cultivate ongoing relationships.
- In coordination with human resources, evaluate and assist in developing office policies and procedures for improved workflow and anticipation of future growth.
- Assist in the selection of vendors and purchase equipment, services, and supplies necessary for efficient and effective operation of the organization.
- Work with the IT department to manage information systems operations including hardware, software, desktop support, internal communications, and strategic systems development and planning for the executive.
- Support any/all other projects/duties as assigned for the overall benefit of the organization.
Qualifications
Education & Experience
- Bachelors degree or Diploma in Business Administration or the equivalent coursework and experience in a related specialized field is required.
Skills & Experience
- 10+ years as an executive assistant or related combination of experience and education.
- Manufacturing, transportation, logistics or related industry experience coupled with solid business/operations acumen is a significant asset.
- Ability to assess the importance of tasks and decisions and set priorities, focusing time/energy on the most important issues/opportunities.
- Highly competent in software applications, specifically Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
- Strong ability to troubleshoot technical issues with computer, audio/visual equipment.
- Knowledge of video conferencing tools (including Zoom, MS Teams).
- Ability to build effective relationships with stakeholders.
Attributes
- Self-starter with a bias towards action and a proven track record of successful execution.
- Strong interpersonal, written, and verbal communications skills required with demonstrated ability to communicate and present at an executive level.
- Solution oriented, customer service focus, and positive “can do” team attitude.
- High resiliency, able to deal with significant level of change and ambiguity.
- Good sense of humor with a desire to have fun at work!
