Employment Opportunity - Executive Administrative Assistant
posted on 01/03/2020

Job Summary:
The Executive Administrative Assistant will provide high-level administrative support to the Chief Executive Officer and other senior staff which will include responsibilities such as tracking meetings, scheduling travel calendars, handling correspondence, and acting as the frontline of the Executive Office. The work will be performed in a high paced environment and the ideal candidate will be flexible, self-motivated and demonstrate an ability to problem-solve autonomously while also being able to be successful in a collaborative, team oriented-environment.

Duties/Responsibilities:

  • Provides high-level administrative support and assistance to the CEO and other assigned senior leadership staff.
  • Performs clerical and administrative tasks including filing expenses, drafting emails, memos, reports, and other documents for CEO.
  • Facilitates internal communication, arranges teleconferences, video conferences and meeting rooms.
  • Arranges travel and accommodations for CEO and executives.
  • Schedules and attends select meetings taking notes and recording minutes.
  • Receives incoming communication (e.g. calls, emails, posts, etc.) on behalf of CEO, reviews contents, prioritizes importance, develops responses and summarizes and/or distributes contents to appropriate staff.
  • Performs office management tasks including maintaining records, ordering supplies, contacting office management company.
  • Plans appointments and events utilizing outside vendors such as caters and florists.
  • Assists in managing CEO’s personal calendar to help maximize business efficiency.
  • Performs additional duties as assigned by CEO.
Supervisory Responsibilities: NA

Required Technical Skills:
  • Expert knowledge with Outlook email, scheduling and task manager.
  • Proficient PC skills: including Word, Excel and PowerPoint.
  • Working knowledge of DropBox, Slack, Zoom or similar products
  • Technical aptitude and extremely proficient with learning new software and troubleshooting.
Required Non-Technical Skills/Abilities:
  • Excellent verbal and written communication skills.
  • Excellent organizational skills and attention to detail.
  • Excellent time management skills with a proven ability to plan ahead, think pro-actively, prioritize work and meet deadlines.
  • Ability to function well in a fast-paced and at times stressful environment.
  • Ability to deal with executive employees from global and high-level administrative offices.
  • Professional decorum and strong business acumen.
  • Ability to exercise discretion and confidentiality with handling sensitive company information.
  • Extensive knowledge of office administration, clerical procedures, and recordkeeping systems.
  • Proven ability to be flexible and possess outstanding problem-solving skills
  • Demonstrate the understanding that this role is the first point of contact for the external community that represents the executive office.
Education and Experience:
  • Bachelor’s degree in Business Administration or related field required.
  • At least five years of related experience required.
  • Experience with international travel and clientele a plus.
Physical Requirements:
  • Prolonged periods sitting at a desk and working on a computer.
  • Must be able to lift up to 15 pounds at times.
  • Stamina and dedication are required as senior executives work long hours.
  • Weekend work and some travel will be required.
To Apply please send resume and cover letter to: recruiting@usagym.org

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

We are proud to be an Equal Employment Opportunity Employer