Executive Assistant

Ntt America Solutions - Sacramento, CA

Full-time - Mid Level

Remote - Sacramento, CA

Telecommunications

About the position

The Executive Assistant at NTT America Solutions, Inc. plays a crucial role in providing high-level administrative support to Chief Executives and Senior Executive Vice Presidents within the organization. This seasoned position requires a deep understanding of company operations, policies, and procedures, as well as the ability to handle sensitive and confidential information with discretion. The Executive Assistant is responsible for preparing information for executives to use in discussions and meetings, often requiring high-level contacts both inside and outside the organization. This role involves problem-solving across diverse scopes, where the analysis of data and evaluation of identifiable factors are essential for resolving a wide range of issues creatively. In this role, the Executive Assistant will manage the executive's calendar, schedule appointments, and coordinate travel arrangements. They will serve as a gatekeeper for phone calls and visitors, ensuring that the executive is well-prepared for each engagement. The position also involves preparing and editing documents, reports, and presentations, maintaining organized digital and physical files, and creating detailed itineraries for travel. The Executive Assistant may be required to take meeting minutes, track expenses, and assist in managing special projects, conducting research, and providing administrative support for various initiatives. The role requires excellent communication and interpersonal skills, a proactive approach to work, and a strong understanding of the strategic objectives of the global business. The ability to manage time efficiently, prioritize tasks, and maintain confidentiality is critical. The Executive Assistant will also be responsible for organizing events and may provide personal assistance to the executive as needed. This position is remote, allowing for flexibility while maintaining a high level of professionalism and attention to detail in all tasks.

Responsibilities

• Schedules and manages the Executive level appointments, meetings, and travel arrangements.
• Coordinates and prioritizes Executive's daily schedule, ensuring they are well-prepared for each engagement.
• Serves as a gatekeeper for phone calls and visitors, screening and directing them as needed.
• Prepares and edits documents, reports, and presentations on behalf of Executive.
• Maintains organized and easily accessible digital and physical files.
• Creates detailed itineraries and ensures all travel logistics are smooth.
• May be required to take meeting minutes and follow up on action items.
• Tracks and manages expenses, including preparing and submitting expense reports on behalf of the Executive.
• Assists in managing special projects, conducting research, and providing administrative support for various initiatives.
• Interfaces with internal and external stakeholders, including clients, employees, and other executives on behalf of the Executive.
• Maintains strict confidentiality regarding sensitive information and conversations.
• Organizes and coordinates events, conferences, or team-building activities as needed.
• May provide personal assistance, such as managing personal appointments or handling personal errands, as requested by the Executive.
• Performs any other related tasks as required.

Requirements

• A bachelor's degree is preferred, such as a degree in business, management, or a related field.
• Seasoned demonstrated experience gained within a similar role, preferably within a global organization.
• Seasoned experience supporting Executive level leadership within a global organization.
• Seasoned experience dealing with highly sensitive and confidential information.
• Excellent written and verbal communication skills.
• Excellent interpersonal skills with a proactive approach to work.
• Ability to efficiently manage own time and that of the executive's time.
• Strong organizational skills for managing the executive's schedule and logistics.
• Ability to display confidentiality, discretion, and professionalism.
• Ability to handle unexpected issues and find creative solutions.
• Ability to prioritize and coordinate initiatives, events, or activities.
• High attention to detail, especially in scheduling and document preparation.
• Strong project management skills.