Executive Administrative Assistant

$69,713 - $69,713/Yr

Lumen Technologies

Full-time - Entry Level

Telecommunications

About the position

The Executive Administrative Assistant provides comprehensive executive support and serves as the point of contact for internal and external stakeholders on all matters pertaining to the C-suite executive office. This role is crucial in ensuring the smooth operation of the executive office, requiring a proactive and resourceful individual who can handle a variety of tasks in a fast-paced environment. The position demands a high level of professionalism and confidentiality, as the assistant will be privy to sensitive information and will interact with C-suite executives and other high-level personnel. In this role, the Executive Administrative Assistant will act on their own initiative to perform administrative support for a senior executive. Responsibilities include preparing agendas, presentations, and correspondence for leadership meetings, as well as managing multiple high-priority issues simultaneously. The assistant will organize and maintain calendars, coordinating and prioritizing scheduling and logistics to ensure that the executive's time is managed effectively. The position also involves driving priorities and critical items through task lists, managing both short-term and long-term schedules. The assistant will utilize critical thinking skills and a thorough knowledge of the business to prioritize advanced-level executive administrative work. Additionally, the role requires handling normal administrative tasks such as processing expense reports, invoice processing, and meal arrangements, all while maintaining a high degree of confidentiality. Travel arrangements are another key responsibility, including complex and detailed planning for both domestic and international travel. The assistant will also handle a high volume of customer calls and emails, ensuring that all customer needs are addressed promptly. Drafting, proofing, and preparing correspondence on behalf of the executive is also part of the job, along with maintaining professional daily contact with C-suite executives and administrative staff. Other duties may be assigned as needed, making this a dynamic and varied role.

Responsibilities

• Act on own initiative to perform administrative support for a senior executive in a fast-paced, demanding C-suite executive office.
• Prepare agenda, presentations, and correspondence for leadership meetings.
• Handle multiple simultaneous high priority issues accurately and professionally.
• Organize and maintain calendars - arranging, coordinating, and prioritizing scheduling and logistics.
• Drive priorities and critical items through task lists and manage short-term and long-term schedules.
• Utilize critical thinking skills and a thorough knowledge of the business to prioritize advanced level executive administrative work.
• Work on tasks and assignments with a high degree of confidential information and use good judgment in decision-making.
• Conduct normal administrative tasks accurately and efficiently such as processing expense reports, invoice processing, supply orders, meal arrangements, office files, etc.
• Arrange complex and detailed travel arrangements (including international travel) for executive and other team members.
• Handle high volume of customer calls and emails, ensuring action and follow-up for customer needs.
• Draft, proof and prepare correspondence on behalf of executive as needed.
• Maintain professional daily contact with C-suite executives and administrative staff.
• Perform other duties as assigned.

Requirements

• Minimum 5 years administrative experience, preferably in a senior executive level support role.
• Proven ability to succeed in a demanding, fast-paced environment.
• Proficient in Microsoft Office products - Outlook, Word, Excel, PowerPoint.
• Resourceful and able to maintain composure in high pressure situations.
• Maintain complete confidentiality, a strong sense of urgency; be proactive & self-directed, with a positive, approachable demeanor.
• Excellent organizational skills with focus on accuracy and attention to detail.
• Good judgment, tact and initiative to make effective, independent decisions when necessary.
• Experience with other electronic and web-based systems (such as SAP and Concur) to process invoices, travel arrangements, etc.
• Ability to multitask and prioritize a diversified workload, meeting established deadlines with minimal supervision.
• Associates degree or equivalent in education and experience, Bachelor's degree preferred.