Senior Executive Assistant

Position Overview

The Sr. Executive Assistant provides a wide range of administrative support to two C-suite leaders on CMG’s Executive Leadership Team: the Chief People Officer and General Counsel & Corporate Secretary along with their teams

The Sr. Executive Assistant demonstrates a high level of integrity, professionalism and diplomacy, handling sensitive and confidential business, HR and legal information with tact, discretion and judgment.  This position requires responsiveness, organization, detail orientation and the independent judgment required to plan, prioritize, and organize in a fast-paced, rapidly changing environment. The ideal candidate sees themself as an extension of the executives and departments that they support and an extension of the leadership team’s brand.  They are focused on removing barriers to success and creating administrative ease to enable the assigned executives and their teams to be their most successful and productive selves.
This role is primarily an onsite role covering in-office needs of the executive and their departments. 

Essential Duties and Responsibilities

• Responsible for overall calendar management, requiring significant interaction with both internal and external executives and assistants.
• Proactively reviews calendars for potential conflicts or issues to make the best use of each executive’s time and attention.  
• Arranges all travel, transportation and accommodations, and develops comprehensive and detailed itineraries as needed.  
• Prepares detailed and timely expense reports to accurately capture expenses in alignment with CMG’s Travel and Expense policy.
• Acts as an active participant and member of the people solutions (HR & communications) and legal teams, proactively identifying opportunities to assist the group and ensure high effectiveness. 
• Opens, reviews, distributes and or/responds to departmental mail and other correspondence daily.  
• Collects and analyzes data and prepares documents, PowerPoint presentations, reports and spreadsheets.  
• Performs administrative tasks such as responding to basic HR questions; benefits bill reconciliation; creation, filing, uploading employee or legal documents, etc.  
• Manages inbound telephone calls and voicemails and responds to and/or directs inquiries to the appropriate party or process/system.
• Reviews and prioritizes communications and prepares brief correspondence, as appropriate.
• Coordinates the scheduling of meetings (live and virtual).  
• Plans and supports group meetings at office and offsite locations, including arranging all conference room and site details, catering, room setup and agendas.
• Develops and maintains efficient and effective organizational filing system and other methods of retaining documents – both physical and virtual.

Minimum Qualifications

• Associates degree, bachelor’s degree or equivalent
• Minimum 5 years of experience supporting one or more C-level executives.  Experience working with HR or legal team helpful.
• Highly proficient in Microsoft Word, Excel, PowerPoint, Outlook, and MS Teams
• Ability to produce accurate and timely information by transcribing, formatting, inputting, editing, retrieving, copying and transmitting text, data and graphics.
• Proficient with digital devices with an aptitude to quickly learn new technologies
• Must be able to maintain the highest level of confidentiality
• Resourceful self-starter with ability to work with minimal supervision
• Demonstrated ability to handle multiple tasks simultaneously
• Exceptional organizational skills and detail orientation required
• Command of spelling, punctuation, grammar, and proofreading
• Professional demeanor and telephone manner essential
• Polished communications skills necessary to interact with senior executives and external professionals
• Energetic and positive team player who is flexible and personable with service-oriented attitude.
• Positive, collaborative, and constructive communication and work style
• A proactive, passionate and creative problem solver
• Ability to understand, interpret, communicate and react to ambiguous requests
• Ability to work in a fast paced, multi-task environment in which attention to detail is expected