Senior Executive Assistant Job at ViziRecruiter in Detroit

Introduction

At Emergent Holdings, were creating an innovative environment where our employees belong authentically, contribute meaningfully, and thrive intentionally both personally and professionally.

Overview

This senior executive assistant role requires a highly organized and detail-oriented individual to provide administrative support to the VP of Finance office. The ideal candidate will have excellent organizational skills, with the ability to prioritize tasks, manage multiple projects, and maintain confidentiality. The position involves creating order in a fast-paced environment, scheduling appointments, as well as researching, compiling, and analyzing information to support executive decision-making. With a strong understanding of business processes and procedures, the senior executive assistant will be able to anticipate needs, solve problems, and communicate effectively with executives, managers, and customers. The role demands attention to detail, independent judgment, and the ability to work with discretion and diplomacy. Preferred candidate will be able to work in Detroit 2 days a week and in Lansing one day a week.

Responsible for exercising discretion and judgment in assisting one or more executives. Performs executivesupport tasks which may be highly confidential and sensitive in nature utilizing considerable independentjudgment. Performs high-level administrative work, including organizing, scheduling, coordinating,researching, compiling, exchanging, and sometimes analyzing information for executive(s) anddepartment. Assist in implementing department activities and communications, internal and external.

WORKING CONDITIONS:

Work is performed in an office setting with no unusual hazards. Travel between Lansing and Detroit at least one day a week may be necessary.

Responsibilities

• Coordinates office activities for the executive(s). Prioritizes and follows up on information and requests toand from executive(s). Updates executive(s) on current issues as necessary.
• Assists in the planning, development, and implementation of department goals.
• Researches, compiles, assimilates and prepares documents. Briefs executive(s) regarding content.
• Reads and screens incoming correspondence and reports; handles or forwards as appropriate.
• Receives and screens incoming calls and visitors and prioritizes. Refers to appropriate executive staff orprovides necessary information.
• Composes, types, and edits correspondence in response to incoming mail, calls, and other situationsdictated by job responsibilities.
• Prepares agenda and collects and distributes materials for meetings and conferences. Transcribesminutes and keeps records of proceedings as required.
• Coordinates and facilitates executives calendar(s) to arrange appointments, meetings, and conferences.
• Recommends actions to be taken on budget expenditures and equipment and supply needs. Directsservices, such as maintenance, repair, replenishing supplies, and files.
• Makes domestic and foreign travel arrangements for executive(s) and department. Prepares and compilestravel vouchers and maintains all travel records.
• Develops, compiles, and maintains various filing systems and informational databases and generatesreports as requested or as scheduled.
• May participate in interviewing, selection, and training.
• This position description identifies the responsibilities and tasks typically associated with theperformance of the position. Other relevant essential functions may be required.

Requirements

EDUCATION OR EQUIVALENT EXPERIENCE:

• Associate degree in business or related field required.
• Combinations of relevant education and experiencemay be considered in lieu of a degree.

EXPERIENCE:

• Requires seven years' relevant experience with a minimum of four years in an executive assistant position orequivalent experience that provides the necessary skills, knowledge, and abilities. Prior insurance experiencea plus, but not required.
• Reallocation from the Executive Assistant level to the Sr. Executive Assistant level isbased on experience, qualifications and satisfactory performance performing the full scope of the ExecutiveAssistant responsibilities.

SKILLS/KNOWLEDGE/ABILITIES (SKA) REQUIRED:

• Excellent oral and written communication skills with the ability to compose correspondence.
• Knowledge of organization, company, and departmental policy and procedures preferred.
• Excellent working knowledge of computers and company standard software.
• Excellent organizational skills and ability to prioritize work.
• Ability to maintain confidentiality on all levels and at all times.
• Ability to use independent judgment and initiative and to anticipate needs of executive(s) and accomplishtasks without direction.
• Excellent skills in proofreading of documents for spelling, grammar, punctuation, and presentation.
• Significant ability to establish workflows, manage multiple projects, and meet necessary deadlines whilemaintaining proper relations between executives, managers, and customers.
• Ability to manage responsibilities and unexpected pressures/dilemmas.
• Ability to solve practical problems and deal with a variety of variables in situations where only limitedstandardization exists.
• Ability to comprehend consequences of various situations and make appropriate individuals aware ofsame for decision making.
• Ability to exchange information clearly and concisely and to present ideas, report facts, and otherinformation.
• Ability to follow complex instructions and to apply instructions and guidelines in the disposition ofproblems.
• Ability to use diplomacy, discretion, and appropriate judgment when addressing callers.
• Ability to perform necessary mathematical computations.
• Ability to perform other assignments at locations outside the office.

The requirements and preferences listed in the job description represent the typical knowledge, skills and abilities necessary for the role. However, equivalent combinations of education, experience and training may also be considered.

We are an Equal Opportunity Employer. Candidates for the position stated above are hired on an "at will" basis. Nothing herein is intended to create a contract.
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