Summary of Position:

The Senior Executive Administrative Assistant is a pivotal role providing high-level administrative support to executive leadership. This position requires a seasoned professional with extensive experience in managing complex schedules, safeguarding sensitive information, and coordinating cross-functional activities. The successful candidate will excel in a fast-paced, matrixed environment, demonstrate exceptional organizational and communication skills, and proactively address challenges with a solution-oriented mindset. With a proven ability to lead high-profile projects, manage multiple priorities, and maintain confidentiality, this individual will be instrumental in ensuring operational efficiency and contributing to the organization’s strategic objectives.

Essential Functions:

•    Serve as the primary point of contact for internal clients, vendors, and visitors, ensuring positive public relations with management and employees.

•    Maintain executive leadership’s calendar, including scheduling appointments, preparing itineraries, and organizing materials.

•    Manage expense report coordination and submission.

•    Coordinate and organize complex activities such as meetings, conferences, travel arrangements, and department events.

•    Draft and disseminate internal communications, including staff announcements, agendas, and presentations.

•    Lead the creation and management of internal communication architecture, materials, and cadences, such as all-staff announcements and leadership team meetings.

•    Handle and safeguard confidential information and sensitive materials with utmost discretion.

•    Act as a project manager for special initiatives, overseeing multiple presentations, business unit projects, and disseminating relevant information.

•    Anticipate deliverables and next steps from meetings and proactively drive actions to completion.

•    Manage and consolidate team metrics reporting, ensuring timely and accurate submissions

•    Act as a liaison between executive leadership and direct reports, facilitating communication and aligning priorities.

•    Actively build and maintain relationships to enhance administrative processes and implement best practices.

•    Provide analytical support by researching and evaluating data to aid executive decision-making.

•    Create and edit professional PowerPoint presentations for internal and external use.

•    Lead culture initiatives, operationalize organizational changes, and contribute to making the company a “best place to work.”

•    Represent executive leadership as a spokesperson or external representative when necessary.

•    Make informed decisions on behalf of the executives when authorized.

•    Analyze information and evaluate results to provide actionable solutions to challenges.

•    Seek to identify opportunities to enhance administrative processes and implement best practices.

•    Organize and prioritize critical information to enable efficient decision-making by executive leadership.

•    Oversee administrative staff, providing guidance, mentorship, and support as needed.

Competencies:

1.    Ensures Accountability

2.    Tech Savvy

3.    Communicates Effectively

4.    Values Differences

5.    Customer Focus

6.    Resourcefulness

7.    Drives Results

8.    Plans and Prioritizes

9.    Decision Quality

10.    Self-Development

Work Environment:

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee in this position frequently communicates with other co-workers/clients who have inquiries about the various projects and other needs.  Must be able to exchange accurate information in these situations.  The employee must be able to remain in a stationary position 75% of the time.  The employee in this position needs to occasionally move about inside the office to access file cabinets, office machinery, etc.  Constantly operate a computer and office machinery such as a calculator, keyboard, copy machine and printer.  Frequently moves boxes with equipment weighing up to 25lbs across the building and/or to other offsite buildings for various project needs.

Required Education and Experience:

• Bachelor’s degree in Business Administration    
• 10+ years of experience

Qualifications:

•    Minimum of 10 years of professional experience, including roles in management, consulting, program management, or similar fields, with a bachelor’s degree.

•    Proven track record of managing complex schedules and handling sensitive information with discretion.

•    Strong proficiency in Microsoft Office Suite, particularly PowerPoint, Word, and Excel.

•    Exceptional written and verbal communication skills.

•    Highly organized with excellent attention to detail and the ability to prioritize competing demands effectively.

•    Proven ability to handle urgent and unforeseen issues with professionalism and efficiency.

•    Demonstrated experience in project management and leading cross-functional initiatives.

•    Proven ability to maintain discretion and confidentiality in all interactions.

•    Proactive, solution-oriented mindset with the ability to anticipate needs and act independently.

•    Experience working on high-profile projects with senior-level executive visibility and engagement.

•    Ability to excel in a fast-paced environment while maintaining a high standard of excellence.

•    Excellent problem-solving skills with a strong customer-centric mindset.

•    Proven ability to navigate complex information and engage with multiple stakeholders in a matrixed environment.

•    Strong team player who is self-motivated and capable of working independently to coordinate cross-functional activities, obtain buy-in, and escalate issues at critical junctures as necessary.

AAP/EEO Statement:

3MD Inc. is an equal opportunity employer and does not discriminate based on gender, sex, age, race and color, religion, marital status, national origin, disability, sexual orientation, gender identity or expression, veteran status or any other category that is protected by applicable law.

Other Duties:

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.