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Manage extremely active calendars for executives including scheduling internal and external meetings (proactively address conflicts), and collaborating with HR on candidate interviews.
Coordinate travel plans including but not limited to investor conferences, speaking engagements and seminars
Act as a key contact both internally and externally, including high-level individuals, customers, vendors, visitors, and dignitaries.
Manage and prioritize internal and external communications including: emails, arrangement of conference calls and WebEx meetings, prepare agendas and other communication materials for internal and external use.
Arrange and provide support for meetings including investor, team trainings and department; involves planning and execution, agenda preparation, placing catering orders.
Appropriately manage information of a highly confidential and critical nature. Provide day-to-day administrative support to executive team members following assigned work priorities and under established processes and operating practices.
Provide additional support as needed for greater-department including travel coordination, scheduling ad-hoc meetings, coordinating guests,
Act as integral member of EA team: participate in team meetings, initiatives and coverage.
Perform other duties as needed or assigned.
Act as key administrative contact and provide consistent, detailed support to President, CFO and back up support to CEO, as well as other C level members within the floor, if needed. Work with other administrative staff to ensure that all administrative needs of the department and larger organization are met and support company objectives.
Manage calendar, expenses and travel (ALNY and external board related) for President and CFO
Meetings management: Meetings management: weekly, biweekly, quarterly meeting organization and logistics for meetings upwards of 60 people
Schedule and coordinate ALNY board candidates and visits
Coordinate lunch orders and meeting setups as appropriate
Provide daily back up support to the CEO
Assist EA to CEO with tasks and meetings when needed
Prepare, distribute and file materials for meetings, seminars, presentations and special projects
Manage team building activities for the President
Coordinate and provide organizational and administrative support for company-sponsored events
Appropriately manage information of a highly confidential and critical nature
Provide back-up support to other assistants as needed
Perform other duties as assigned – some personal requests may apply
Excellent verbal and written communication skills required. Knowledge of MS Office applications including MS PowerPoint, Excel and Word required.
Ability to organize work, establish priorities, set and meet individual and team goals. Ability to communicate effectively and professionally. Detail-oriented; strong organizational skills; proven team player. Can exercise good judgment and is solution-oriented across a variety of situations in a growing, fast-paced organization.
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