Univa Virtual Business Solutions Needing Senior Executive Assistant

The Senior 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 her/himself as an extension of the executives that s/he supports and an extension of the leadership team’s brand. S/he is focused on removing barriers to success and creating administrative ease to enable the assigned executives to be their most successful and productive selves.

Specific 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 Novate Solution’s Travel and Expense policy. 👉 Manages inbound telephone calls and voicemails and responds to and/or directs inquiries to the appropriate party. Reviews and prioritizes communications and prepares brief correspondence, as appropriate. 👉 Coordinates the scheduling of meetings (live and virtual). Plans and supports group meetings at the office and offsite locations, including arranging all conference room and site details, catering, room setup, and agendas. 👉 Develops and maintains an efficient and effective organizational filing system and other methods of retaining documents – both physical and virtual. 👉 Assists with the out-of-town candidates, client or guest travel, accommodations, and expense reporting. 👉 Plans and facilitates onboarding of new senior-level employees, including office space, equipment and supply procurement, and scheduling of onboarding meetings. Assists others in the department as needed. 👉 Assists with team-building events, including origination of ideas and coordination of facility, travel, food, and lodging accommodations (as needed). Coordinates with on-site events teams as needed. 👉 Provides support for executive meetings and/or large meetings (including copies, gifts or other materials as needed) 👉 Performs general support activities including the ordering of office supplies, coordinating office moves, assembly of weekly/regular reports and presentations, etc. 👉 Maintains team calendar (special events, birthdays, etc.) and proactively plans for recognition of key dates and milestones. 👉 Collects and analyzes data and prepares documents, PowerPoint presentations, reports, and spreadsheets. 👉 Attend staff meetings on an as-needed basis. 👉 Prepare executives for their activities, including providing background information for meetings, special activities, and presentations. 👉 Maintain employee reference lists and organizational charts for supported departments. 👉 Integrate into the Executive Assistant community and promote/maintain professional relationships with administrative staff. 👉 Serve as a backup for other assistants, as necessary. 👉 Assist with special projects as needed.