Executive Assistant II                                                          

Job Description

An Executive Assistant II provides administrative support to 2-3 senior executives (executive directors and vice presidents). The role involves calendar management, event planning, executive approval tracking, distribution of executive and department communications, travel & expense coordination, timekeeping support, and acting as an FDA on-behalf-of as well as serving as department point of contact.                                                       

Essential Responsibilities                                                                                                                                                 

• Daily calendar management for 2-3 executives (Vice President and Executive Directors), including confirming participant attendance, resolving conflicts and providing dial-in and meeting space information
• Travel Management: Coordination of executive travel and processing associated travel expenses in accordance with policy
• Meeting and event logistics, including securing meeting space/venue catering
• Communication Support: Assisting executives with distribution of communications and managing the email distribution lists to reflect accurate team information
• Facilitate Funds Disbursement Authority on behalf of executives
• Assist with Office Supply Management, coordinating ergonomic assessments and equipment processing
• Onboarding & Off boarding: Scheduling new hire onboarding and introductory meetings, updating distribution lists and standing meetings, and assisting with other onboarding and off boarding activities as needed
• Primary Department Point of Contact for inquiries related to executives and department supported.                                 

Job Qualifications                                                                            

• Should be able to work effectively with others, demonstrate flexibility in working styles, deal with ambiguity and work independently.
• 2 years of experience in all Microsoft 365 applications                                                                             

Minimum Qualifications

• Bachelors degree in lieu of a Bachelor’s degree, equivalent work experience of three (3) years working in a business office environment supporting executive level managers or c-suite executives.                                                                    

Benefits

• Transportation.
• Life insurance.
• Medical insurance.
• Solidarity association.
• Growth plans.
• Additional days off.

K2