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, has 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 & 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.