Executive Assistant Job at Builders in Atlanta

Position Summary

The Executive Assistant (EA) plays a key role in delivering comprehensive administrative support to the Chief Operating Officer and the Chief People Officer. The EA contributes to enhanced workflow efficiency and seamless operations while upholding the confidentiality of both offices. The EA performs a broad range of responsibilities including managing communications with internal and external stakeholders, overseeing meeting logistics, providing financial support, and preparing materials and correspondence.

Responsibilities

• Serve as the primary liaison for internal and external stakeholders including board level contacts regarding the Chief Operating Officer and Chief People Officer, exercising discretion and independent judgment in all interactions.
• Maintain an up-to-date understanding of executive schedules to effectively manage calendars, travel arrangements, meeting logistics, and coordinate divisional events.
• Establish and uphold the confidentiality of conversations, materials and administrative records for direct reports.
• Create high-level documents to support strategic initiatives, management updates, and presentations for the Board of Directors.
• Attend meetings to accurately record notes and minutes, track action items, and ensure the timely completion of deliverables. Provide valuable input on operational matters and assist in resolving complex and sensitive administrative issues.
• Prepare financial spreadsheets, reports, and divisional budget updates; manage travel reports, reconcile and track travel and departmental expenditures, and generate invoices for executive review.
• Collaborate with internal executive offices and external vendors to facilitate transactions and project completion.
• Identify and recommend enhancements to administrative policies, processes, and procedures, making evaluative judgments to implement necessary improvements.
• Conduct research and comparative analysis to support the development of presentations, creating materials using various technologies and formats. Review and edit presentations, correspondence, reports, and other documents on behalf of direct reports.
• Foster ongoing and informative communication within the division through email and other communication tools, managing incoming correspondence by assessing and prioritizing content, summarizing, and distributing relevant information to appropriate staff. Evaluate and process documents submitted for executive signatures.
• Track and communicate the status of major projects using a designated technology tool to ensure transparency and accountability.
• Perform other duties as assigned.

Qualifications

• Bachelor’s Degree in Business or a related discipline or equivalent combination of education and/or experience
• Three or more years of C-Suite administrative support experience which included board level interactions
• Ability to perform basic financial actions and reporting
• Skill in written and verbal communication
• Ability and commitment to maintain the confidentiality of both offices
• Skill in managing details while overseeing multiple priorities
• Ability to work independently with minimal supervision and as part of a team
• Skill in interpersonal interactions with the ability to present a professional presence at all times, and to build relationships with stakeholders and collaborate effectively with internal and external contacts; skill in customer service and problem-solving
• Capacity to work autonomously while ensuring transparent communication with internal leadership
• Skill in analysis, time management, prioritization and project management
• Proficient with Microsoft Office Suite, collaboration-focused board software and other position specific software and systems