Executive Assistant

The Executive Assistant is responsible for providing a high-level administrative support to executives, managing schedules, communications, and various organizational tasks to enhance productivity and efficiency. 

Essential Duties and Responsibilities

• Manage logistics, communication, and scheduling for executives 
• Answering or screening emails, calls and in-person appointments
• Managing documents and confidential information with appropriate discretion
• Serving as the liaison between executives and internal/external partners
• Assisting with special projects by coordinating resources and tracking progress
• Collaborating with other departments these collaborations are important to accomplish the job and get the needed results
• Ensures data accuracy, thoroughness, and factuality in meeting and PowerPoint reviews
• Work on tight schedules and be adaptable
• Gate Keeping: ensuring the executives time is protected and focused on strategic priorities
• Prepare and organize documents for meetings and presentations.
• Maintain confidentiality and exercise discretion when handling sensitive information.
• Own critical deliverables and special assignments by setting objectives, aligning priorities, gaining cooperation, monitoring progress, and problem-solving.
• Manage external contacts and quickly identify primary stakeholders, understanding their importance to the business.
• Demonstrate a high level of professionalism in all settings and handle sensitive matters with sound judgment, discretion, and confidentiality.
• Create reports, conduct research projects, and prepare board presentations.

Other Expectations/Skills

• A collaborative approach to assisting clients and staff.
• Data presentation: Ability to present data in a visually appealing manner.
• Self-motivated with the ability to solve problems.
• Reliable and extremely trustworthy.
• Ability to maintain confidential and meticulous records.
• Excellent verbal and written communication skills. 
• Proficient in Microsoft Office Suite or related software.  
• Exceptional organizational skills and attention to detail.
• Adaptability and willingness to remain flexible when changes occur
• Exhibit ENCORE values

Key Attributes

ENCORE Values

Encourage others’ success

New ideas; anticipate problems

Create financial value for our clients

Ownership towards a solution

Reach Life Balance

Embody a positive approach

Qualifications: Education/Experience

• Proven experience as an Executive Assistant or in a similar role.
• Proficient in Microsoft Office Suite and other relevant software.
• Infographic & Visual Storytelling Skills
• Excellent organizational and multitasking skills.
• Strong verbal and written communication skills.
• Ability to maintain confidentiality and exercise discretion.
• Advanced skills in PowerPoint and Canva.
• Experience with AI and project management software such as Smartsheet and dashboard creation.
• Bachelor’s degree preferred 

Physical Demands and Work Environment: The physical demands described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the functions.

• Ability to lift/carry up to 25 pounds.  
• Ability to sit/stand for long periods of time.  
• Good manual dexterity with the ability to perform repetitive hand/wrist motions.  
• Requires mastery of complex language, comprehension, reasoning, and analytical skills typically found in mid to high-level work. 
• Typical office environment
• Moderate noise levels

Disclaimer: This job description in no way states or implies that these are the only duties to be performed by the employee(s) of this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. 

The company is an equal opportunity employer, drug-free workplace, and complies with ADA regulations as applicable.