Reports to: EVP & Chief Strategy & Portfolio Officer
Location: New Haven, CT
Email: resume@bpsearches.com
Position Summary
The Executive Assistant will be responsible for the coordination of activities (operations and planning) and ensuring timely flow of information to and from the EVP & Chief Strategy & Portfolio Officer. S/he handles details of a highly confidential and critical nature, and must function efficiently and effectively in a fast-paced professional environment. S/he will have a proven ability to independently manage multiple tasks and projects with competing priorities and deadlines, screen and prioritize communications and opportunities from external and internal sources, and organize and maintain administrative processes is essential to this position. The ideal candidate will be dynamic, high-energy, versatile, highly organized, possess the ability to think outside the box while problem solving, and able to support cross-functional coordination in a fast pace environment. S/he will be required to be available during regular business hours, evenings and/or weekends, on occasion/as needed to provide support and assistance to the executive. Some travel may be required.
Principal Responsibilities
Duties include scheduling of appointments, maintenance of calendars, preparation of external/internal correspondence, telephone and visitor screening, travel arrangements, expense reimbursements, coordination of meetings and receptions, preparation of presentation materials, and maintenance/filing of documents.
- Manages all correspondence and communication that comes into the Chief Commercial Officer’s office, apprises executive on nature/priority of each item, and coordinates responses. At times will make independent decisions regarding scheduling, distribution of calls and e-mails, etc.
- Anticipates potential problems that could impact the executive and coordinates solutions.
- Applies substantial knowledge in the coordination of sensitive reports and analysis (e.g. budgets, board materials, and highly confidential correspondence).
- Handles matters proactively and expeditiously and follows-through on projects to successful completion.
- Expected to provide continuous support in tandem with the executive’s daily schedule and obligations.
Qualifications
- Proven ability to work independently and make sound judgments on a day-to-day basis regarding assigned and ad hoc duties with very limited or absence of direction from the executive
- Ability to discern and communicate with the highest level of tact and diplomacy, both verbally and in writing to members of the Board of Directors, the Steering Committee, industry and government officials, analysts, clients and all levels of the organization.
- Ability to partner with the executive to understand nuances, appropriate protocol and specific preferences of the executive, and execute on the level of support required/expected.
- Ability to follow complex written and verbal instruction.
- Strong interpersonal skills required to persuade and build consensus and cooperation.
- Ability to work under time constraints and be available as needed.
- Top level detail, organizational, and analytical skills required as the nature of the executive’s position leaves little room for error.
- Ability to handle the highest level of confidential issues with the utmost sensitivity.
- Experience supporting C-Level Executives and/or Senior Management
- Extremely proficient in Microsoft Office application (Excel, Word, PowerPoint and Outlook)