Executive Assistant

Posted 22 April 2022
SalaryUp to US$41 per hour
DisciplineLife Science
Contact NameRachael Jalbuena

Job description

Executive Assistant
Washington, DC (This will be an on-site position, but occasional remote work possible.)
6+ month initial contract
Hourly Pay Rate: $41.00/hr

Orion Group is seeking an experienced and detail-oriented Administrative Professional to work with Executives on our client's Corporate Finance team in Washington, DC.

The Executive Assistant will provide administrative services to C-Suite individuals and their respective departments, including calendar management, travel arrangements, expense reporting, correspondence, reception/switchboard, filing, mail delivery and external courier services, data entry, document management services, records management, office security, budget monitoring and office supply orders. Book meetings, document meeting procedures and arrange special events. May provide administrative services to a site/location, typically in the area of print production, mail services and conference room setup. May handle special projects of administrative nature.

* Heavy calendar management - coordinate all aspects of the Executive's schedules, including high volume of complex domestic and international travel arrangements; understand Executive's needs and work to meet them.
* Communicate and coordinate early and clearly with other EA's supporting the Leadership Team, staff and external contacts, to effectively plan schedules.
* Serve as gatekeeper of the Executive's time, schedule, and information while maintaining a courteous manner. Anticipate potential schedule conflicts and proactively deal with them before they become issues. Must be able to maintain complete confidentiality regarding details of schedules and related information.
* General project management assistance, including maintaining and updating action plans and timelines, scheduling meetings and interfacing with project groups as appropriate.
* Manage and reconcile expense reports and purchase requisitions. Manage memberships & subscriptions for executives & team members.
* Maintain files and manage invoice approval, submission, and tracking to assist with monthly budget forecast to Corporate.
* Reconcile all monthly corporate credit card statements.
* Work directly with Audit Committee and Board of Directors for quarterly meetings.
* Produce PowerPoint presentations, Word documents, and Excel spreadsheets.
* Plan and coordinate annual CFO Conference.
* Manage or support various Vendor management processes.
* Set-up video conferencing and other media technology as needed.
* Answer/ screen phone calls, monitor email, and sort mail as requested.
* Understand Executive's needs and work to meet them.
* Work closely with staff to ensure all deadlines and deliverables are met.

Summary of Qualifications:
The ideal candidate must have experience providing excellent attention to detail, a demonstrated ability to anticipate the needs of others and exceptional written and oral communication skills. They should be an excellent communicator, problem-solver and have a strong work ethic; the ideal candidate will also be an independent thinker and self-starter with the bandwidth to multi-task and work on several key projects at a given time. It is important that the individual have superior interpersonal skills with an ability to work with people at multiple levels both inside and outside of the company. The candidate must be globally minded, able to deal with ambiguity and drive results without direct accountability.

* Bachelor's degree preferred
* 3-5 years of Executive Assistant experience required
* Proven track record of performance, results, meeting deadlines, successfully managing administrative processes and maintaining a positive "can-do" attitude
* Polished and professional communication style, both oral and written, including impeccable accuracy in formatting
* Must be highly proficient in Microsoft Outlook, Word, Excel, PowerPoint and SharePoint software
* Self-motivated, proactive, and able to work on projects alone or in a group setting
* Excellent time management and ability to effectively multitask, juggle shifting priorities, deliver quickly and adapt to changing demands in a fast-paced, dynamic environment
* Ability to handle confidential information with discretion and unquestionable integrity
* Experience supporting global organizations
* Must be organized and capable of prioritizing and managing multiple projects / tasks
* Demonstrated ability to partner with other administrative professionals to manage competing needs and schedules
* Strong problem-solving skills and reasoning to quickly follow up and solve administrative issues
* Ability to learn the team's primary business objectives, and through this understanding, anticipate administrative needs

Our role in supporting diversity and inclusion
As an international workforce business, we are committed to sourcing personnel that reflects the diversity and values of our client base but also that of Orion Group. We welcome the wide range of experiences and viewpoints that potential workers bring to our business and our clients, including those based on nationality, gender, culture, educational and professional backgrounds, race, ethnicity, sexual orientation, gender identity and expression, disability, and age differences, job classification and religion. In our inclusive workplace, regardless of your employment status as staff or contract, everyone is assured the right of equitable, fair and respectful treatment.