Executive Staff - Executive Admin Assistant

About the RoleWe’re seeking a highly organized and pro-active Executive Assistant with 10+ years of executive level administrative support experience. This role reports to the Chief Human Resources Officer and supports our Executive Leadership Team, Board of Directors, and Emeritus Chairman, and is essential to keeping our operations running smoothly. Success in this position requires exceptional communication skills, sound judgment, and the ability to manage complex priorities with discretion.What You’ll DoExecutive & Leadership SupportManage complex calendars, meetings, and appointments for senior executives.Oversee executive communications, including calls, follow-ups, and routing inquiries.Prepare, organize, and distribute correspondence and documentation.Coordinate with administrative teams across multiple SMP facilities.Schedule meetings for executives and cross-functional departments.Organize Zoom meetings for internal teams.Handle confidential and sensitive information with absolute discretion.Meetings & Event CoordinationPlan various team meetings, including catering, transportation, and materials.Coordinate departmental lunches, dinners, and special events.Ensure availability alignment across managers and executives.Legal & Corporate SupportProvide administrative support to the Legal department, including maintaining corporate books and records, and assisting counsel with internal and external communications.Obtain executive signatures for resolutions and legal documents.Manage distribution of fully executed documents.Board of Directors SupportServe as the primary administrative liaison to the Board.Coordinate quarterly board meetings, including travel, meals, and event logistics.Assist with the organization and distribution of materials for Board, Committee, and Shareholder meetings.Diligent Board Portal ManagementUpload governance materials, reports, and newsletters.Distribute approved meeting minutes to internal and external audit teams.Travel CoordinationArrange executive and board travel, including flights, hotels, and ground transportation.Distribute travel itineraries and documentation.Operations & Records ManagementMaintain the SharePoint sites with agendas and presentations.Coordinate document pickup and drop-off with the storage facility.Financial & Administrative SupportManage office supply orders for corporate teams.Order business cards for sales and NY employees.Review and code invoices for Accounts Payable.Provide printing, scanning, mailing, and faxing support.Support personal correspondence for the Emeritus Chairman.Required Experience10+ years of executive administrative support, preferably supporting C-Suite or senior leadershipStrong proficiency in Microsoft Office Suite, SharePoint, Zoom, and board portal systems (Diligent preferred)Proven ability to handle sensitive information with discretionExcellent organizational, communication, and multitasking skillsThe estimated salary range for this position is $80,000- $110,000.

Please note that the salary range provided on the job posting does not include potential bonuses and other forms of compensation and, in some cases, may fall outside the range. The actual salary offered will be based on a wide range of factors, including relevant skills, training, experience, education, and where applicable, licensure or certification obtained.#LI-ER1

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