Dagen is representing a client that is a growing oil and gas organization and we need a proven professional for an executive assistant to support CEO and General Counsel, in addition to the the remaining C-Suite. Extensive event planning, maintaining calendars, involvement with high profile individuals, and the utmost professionalism. Must be skilled in board presentations using PowerPoint and be flexible with working overtime on a quarterly basis when the board meets. On-site daily, located downtown, and excellent benefits. While this role resembles a Chief of Staff it is a Senior role as an Executive Assistant.
Must take a PowerPoint and Outlook test. Also, final candidates will be required to meet a Dagen representative in person following a video interview. Beyond the Dagen interview you will have a minimum of three interviews with the client.
The Senior Executive Assistant will support the CEO, General Counsel, CFO and three additional members of the Senior Leadership Team. Candidates must be able to work independently and multitask in a timely and efficient manner while maintaining high attention to detail and accuracy. In addition, candidates should possess superior organizational, customer service and communication skills as well as enjoy the nature of supporting executives in a fast-paced environment with changing priorities. Candidates who are fluent in navigating an executive’s world and have experience in complex calendar management, travel, high-touch event planning and supporting board members along with high-profile, external stakeholders are strongly preferred.
Principle Duties & Responsibilities:
- Coordinates day-to-day schedules of assigned Senior Leadership Team members and maintains their calendars in an efficient and effective manner while maintaining a high level of professionalism and confidentiality
- Supports projects that require a high degree of confidentiality, attention to detail, and accuracy
- Manages complex travel arrangements for multiple executives, board members and external stakeholders including air, hotel and ground transportation
- Serves as liaison between executive team and board members and external stakeholders. Must have experience using Diligent to manage the board.
- Coordinate high-touch events including offsite board meetings, executive retreats and customer outings
- Proactively anticipates needs of executives while minimizing disruption
- Ensures day-to-day operations including travel, events and meetings are executed smoothly
- Manages executives’ professional organizations and private club memberships
- Exercises initiative, judgment and knowledge of company policies and practices
- Establishes a positive working relationship with office and field administrative assistants to promote business unit collaboration
- Prepares monthly expense reports for executives
- Prepares reports, memos, letters, and event budgets, using word processing, spreadsheet, database, or presentation software
- Reads and analyzes incoming memos, emails, mail, and reports to determine their significance and plan their distribution, as requested
- Own and manage electronic filing system involving office records, special projects and legal documents
- Distribute and manage communications, documents and work processes with executives and board members
- Executive inbox management: draft and send emails on behalf of executive team
- Coordinates space planning/office moves in connection with executive team
- Coordinates onsite and offsite conferences and meetings involving group travel such as lodging, transportation, dining, and team-building activities
- Coordinates with IT in connection with new equipment purchases and set up, phone lines, wireless connection and supplies for the executives, as requested
- Serves as office manager and liaison between company and property management
- Maintains knowledge of the current business climate and factors affecting the organization, proactively communicating issues or observations that will improve the success of the business
- Serves as back-up support for receptionist on occasion
Education & Experience:
- Associates degree or bachelor’s degree preferred; 8+ years of experience serving in an executive assistant role supporting C-Suite and / or top-level executives required.
Knowledge Skills & Abilities:
- Advanced skills in Microsoft Office, including MS Word, Excel and PowerPoint, as well as strong internet skills
- Possess excellent planning and organization skills; must be able to handle multiple projects and changing priorities
- Excellent verbal and written communication skills and ability to communicate effectively and courteously
- Attention to detail, high level of accuracy and excellent follow-through skills
- Demonstrate ability to take initiative, anticipate needs and exercise independent and sound judgment
- Maintains an appropriate level of confidentiality at all times
- Be a self-starter who requires minimal supervision; ability to handle duties which are diverse in scope and complexity
- Be consistently at work and on time, follow instructions, respond to management direction and solicit feedback to improve performance
10% Travel required to off site meetings.
