Position Summary:

The Executive Assistant to the Senior Vice President of Human Resources and Chief Diversity Officer and to the General Counsel and Corporate Secretary is responsible for a broad range of activities involving the Trustees, the Management Committee, Associates, non-Associates and staff members.

Reporting Relationship:

Reports to both the Senior Vice President of Human Resources and Chief Diversity Officer, and the General Counsel and Corporate Secretary.

Principal Direct Activities:

1. Project management, must be able to manage small projects from start to finish.
2. Draft and manages content, including layout for Powerpoint presentations.
3. Manage the budget for two departments (Diversity and Corporate Secretary). Interacts with the accounting department on expense reports and budgets for both departments to whom he/she is reporting.
4. Maintain databases.
5. Initiates correspondence and personal contacts to handle routine matters for the SVP of HR and Chief Diversity Officer, as well as for the General Counsel and Corporate Secretary.
6. Prioritizes and routes incoming mail. Handles incoming telephone calls, screening if possible, and places many outgoing calls.
7. Assists in the maintenance of corporate minutes and record resolutions.
8. Arranges meetings by scheduling facilities, preparing required materials and inviting participants. Establishes technology interfaces as necessary.
9. Responsible for travel arrangements and appointment schedule smoothing the work load to the extent possible.
10. Sees that all matters requiring attention in the absence of the executive are handled or referred to the proper person for handling promptly.
11. Interacts well and coordinates efforts with the CEO and President.
12. Prepares materials and activities for the Trustees and their meetings.

Requirements:

The ideal candidate will have:

• Bachelor's degree required. Certificate in paralegal studies and/or experience as a legal assistant a plus.
• Organized and detail-oriented
• Customer focused with excellent oral and written communication and interpersonal skills — command of grammar and the English language
• Flexible and able to adapt to changing needs and time pressures
• Ability to build strong relationships with peers as well as senior executives
• Ability to anticipate needs and proactively offer solutions
• Ability to handle confidential information
• Working knowledge of the internet and technology skills
• Strong typing skills
• Proofing and editing skills
• Proficiency in MicroSoft Office including Word, PowerPoint, Excel, Access and Outlook
• Ability to work independently and produce quality work under pressure to meet deadlines