Executive Assistant

Department: Executive

Date Posted: 5/15/2023

Position Summary: Responsible for providing effective and efficient corporate support to the EVP Administrative Services, Leasing, Finance and any associate he/she is assigned. Acts as a liaison with the EVP’s direct reports to synthesize and prioritize needs and requests. This is a work in the office position.

Position Description:

• Effectively organizes and prioritizes large volumes of information (files, database, etc.); communicates related information to the EVP; answers and responds to phone calls in a timely and efficient manner
• Acts as the principal interface with tenants and coordinates issues on behalf of the Executive team; summarizes and updates EVP as needed
• Manages the EVP’s calendars
• Coordinates meetings with staff, exhibitors and 3rd parties including scheduling, reserving room and coordinating F&B needs as applicable
• Compiles divisional budgets on behalf of the EVP during planning stages and interfaces with finance as the liaison during the preparation of budgets
• Effectively manages the EVP’s schedule; sorts and distributes mail and messages—determines priority and communicates urgency when needed
• Monitors and approves time sheets, manages individual comp time earned and used for EVP’s direct reports
• Interacts and communicates with individuals at all levels of the organization
• Order signage using GES expresso
• Manage market information booths including scheduling and ensuring appropriate information is provided
• Prepare monthly Lease Activity Report and distribute in a timely manner
• Manage filing
• Maintain contract list with expiration dates
• Maintain trademark list with expiration dates
• Provide information to EVPs from Lease Management system as requested
• Provides backup support to other Executive Assistants
• Other related duties as assigned

Required Education:

• Bachelor’s degree preferred

Required Experience:

• 5-7 years of executive administrative/office experience
• Must be able to multi-task in a fast-paced environment
• Must have a professional demeanor and possess a high level of confidentiality
• Proficiency in Microsoft Office: Excel, PowerPoint, Publisher, Word, Outlook

Physical Requirements:

• Office Environment- Ability to sit for vast majority of work shift

Required Core Competencies:

• Project management experience
• Capable of process management for activities
• Expert computer knowledge and experience and ability to learn new software programs as needed

Additional Required Competencies:

• Communication: Effectively listens to others and makes clear and effective oral presentations to individuals and groups regarding work-unit or organization issues. Communicates effectively in writing; is clear, concise and easily understood.
• Conflict Management: Anticipates or seeks to resolve confrontations, disagreements, or complaints in a constructive manner.
• Customer Focus: Adapts and maintains a customer-focus mindset that acknowledges the importance and value of the customer, and acts accordingly.
• Decisiveness: Assesses risks and takes the appropriate actions needed to achieve work-unit objectives within appropriate time frames.
• Evaluation: Monitors work-unit programs, evaluates outcomes, and improves organizational efficiency and effectiveness.
• Financial Management and Responsibility: Prepares, justifies, and defends the work-unit budget required to achieve unit objectives; monitors profits and expenses to ensure sound fiscal responsibility.
• Flexibility: Adapts to change in the work environment in ways that help work-unit staff keep projects “on course.”
• Integrity: Firmly adheres to a code of moral values; is honest and forthright in actions and words.
• Interpersonal Skills: Considers and appropriately responds to the needs, feelings, capabilities, and interests of others.
• Problem Solving: Recognizes and defines problems; challenges others to identify alternative solutions, and plans to solve those problems.
• Resource Utilization: Responsibly spends financial resources in ways that result in ultimate accomplishment of work-unit or organizational objectives. Effectively and efficiently uses materials, supplies, equipment, systems or organization facilities.
• Self-Management: Engages in the effective use of self-assessment and self-management techniques to proactively and continuously improve own performance. Exhibits full responsibility for one’s own work achievements and consistently maintains a high level of self-management that contributes to sustained high performance.
• Time Management: Effectively uses the time available to complete work tasks and activities that lead to the achievement of expected work objectives (as results or outputs).