Edtech.com's Summary

Concorde Career Colleges, Inc. is hiring a Senior Executive Assistant. The role involves providing high-level administrative support to C-Suite executives, managing departmental operations, organizing meetings and communication, and handling budget and expense reporting for the HR function and senior leadership team.

Highlights

Serve as the primary administrative support to assigned executives and senior leadership.
Draft correspondence, create reports and presentations, and manage electronic and paper files.
Organize board meetings, prepare board books, and coordinate agendas and related deliverables.
Manage HR function’s annual budget and assist department VPs with budget processes.
Coordinate monthly business expense reporting and ensure compliance with company policies.
Handle confidential matters with discretion, representing executive leaders professionally.
Make independent decisions regarding vendor management, departmental purchases, and communication dissemination.
Required minimum of 7 years’ experience as an Executive Assistant; bachelor’s degree preferred.
Proficient in advanced Microsoft Office Suite and familiar with video conferencing, budget, and accounting software.
Offer benefits including tuition waiver, paid time off, retirement matching, paid parental leave, and competitive insurance coverage.

Senior Executive Assistant Full Description

Overview:

Senior Executive Assistant

The Executive Assistant Senior provides high-level expertise and assistance to assigned C-Suite executives ensuring effective communication and management of day-to-day departmental operations. This role will also provide support to department VPs, varying from clerical and administrative support to complex project support. This position is responsible for partnering to manage and organize both immediate and long-term administrative tasks and projects, in order to achieve department and wider corporate goals.

In addition to joining an organization with an outstanding mission, Concorde is happy to provide the following Benefits You'll Love -

Tuition Waiver: Enjoy a tuition waiver after 6 months of employment for you AND your immediate family offered at UTI and Concorde campuses
Paid Time Off: Competitive paid time off programs for employees (Vacation, Sick, Flexible)
Retirement Matching: 50% match on the first 6% of your contributions after 90 days
Paid Parental Leave: 4 weeks of paid leave for both birthing and non-birthing parents to bond with a new baby
Competitive Insurance: Health, vision, and dental coverage for you and your dependents
Pet Insurance: Competitive coverage for your furry family members through ASPCA
Health Plan Enrollment: Eligibility starts first of the month following completing one full month of employment

Responsibilities:
Principal Accountabilities & Deliverables

Act as the primary administrative resource to assigned executives, supporting department specific senior leadership to a lesser extent
- Draft, and engage in, correspondence on their behalf of assigned executives
- Create reports and presentations, organize electronic and paper files, track data, manage expense reporting, etc.
- Review and consolidate deliverables for board meetings, facilitate agendas, prepare board books, and complete mother related assignments
- Assist in the production of organization-specific progress reports and data gathering
- Develop, and maintain, an effective organizational headcount tracking and organization chart process that ensures active and open headcount are accurately captured and reported on regularly
- Gather, compile, verify, analyze, and proofread information for the executive's use in documents such as correspondence, reports, speeches, presentations, and media releases
- Effectively manage and schedule appointments and travelOrganize and coordinate meetings and events with internal and external stakeholders
- Partner as needed to jointly manage initiatives, projects and meetings involving the Senior
- Leadership Team and Committee/Board-level activities
Manage annual budget and initiative/project budget process for the HR function
- Coordinate with, and support, department VPs regarding same
Coordinate monthly business expense reporting process for the executive departments
- Monitor and track ongoing business expense processes including coding and routing invoices for approval, tracking expenses against budget, creating monthly accruals, conducting budget variance analyses, and recommending changes in budget forecasts
- Review initial submissions for completeness, inclusion of receipts, and compliance with company policies
- Recommend senior executive review once completed
Manage confidential issues based on the company policy, culture, and views of executive leadership, exercising independent judgment to ensure quality service and resolution
Develop effective and efficient correspondence to reflect the views of executive leadership
- Represent the executive leaders when interfacing with company directors, senior executives, external vendors and consultants, and employees
Makes independent decisions and judgments on areas of responsibility with limited supervision, including management of vendors, representation of UTI at various events, purchase of necessary department equipment, creation, and dissemination of various communications, etc.
- Demonstrates a high level of initiative; takes on projects and drives them to completion along with a strong sense of ownership towards department operations and objectives
Other duties as assigned.

Qualifications:
Education / Experience

High School diploma/GED required; Bachelor’s degree (preferred)
Minimum of seven (7) years of experience as an Executive Assistant (or role with similar scope) (required)
Minimum five (5) years of experience supporting a senior executive working in a large, complex function (preferred)
Demonstrated experience with implementing and administering key processes with little supervision, administering budgets, and supporting multiple executives (preferred)

Skills

Adapt and make independent decisions on issues that do not require oversight
Advanced time management skills with ability to prioritize critical tasks ahead of routine ones, as well as prioritize schedule demands with an appreciation and recognition of key, critical issues
Use multi-tasking skills and meet deadlines and adapt smoothly to rapidly shifting work priorities and schedules
Assertive and confident, with excellent interpersonal and emotional intelligence
Organizational skills with high attention to detail
Outstanding writing and document drafting skills
Advanced Microsoft Office Suite, including advanced presentation, spreadsheet, and document production skills
Create and develop clear, effective reports and communications for a wide variety of audiences
Use and learn new technology and software required in the course of business, including video conferencing platforms, budget and accounting software and various digital tools as required
Address sensitive and confidential information in a professional, mature, discreet, and secure manner

Standard Abilities

Able and willing to:
- Communicate, think, learn, and reason
- Use computers and computer systems (including hardware and software) to process transactions, store documents, enter data, or perform assigned tasks
- Safely ambulate and/or maneuver when on-site at Company locations
- Demonstrate and utilize active listening, inductive reasoning, information ordering and category flexibility
Ability to use good judgment, problem-solving and decision-making skills
Ability to maintain confidentiality and manage sensitive information with discretion
Ability to work in a fast-paced environment where deadlines are essential and multiple projects are worked simultaneously
Ability to gain, understand and apply information and data as it relates essential functions of the position
Ability to foster long-term relationships with stakeholders

Work Environment

Work is performed indoors in a climate-controlled environment when on site at assigned company location. Employees must be able to safely ambulate when on company premises.
This position is designated as:
- Hybrid (remote and onsite) worksite is available; Employees must meet minimum technical standards for eligibility and participation

Original Job Description

Overview:

Senior Executive Assistant

In addition to joining an organization with an outstanding mission, Concorde is happy to provide the following Benefits You'll Love -

Tuition Waiver: Enjoy a tuition waiver after 6 months of employment for you AND your immediate family offered at UTI and Concorde campuses
Paid Time Off: Competitive paid time off programs for employees (Vacation, Sick, Flexible)
Retirement Matching: 50% match on the first 6% of your contributions after 90 days
Paid Parental Leave: 4 weeks of paid leave for both birthing and non-birthing parents to bond with a new baby
Competitive Insurance: Health, vision, and dental coverage for you and your dependents
Pet Insurance: Competitive coverage for your furry family members through ASPCA
Health Plan Enrollment: Eligibility starts first of the month following completing one full month of employment

Responsibilities:
Principal Accountabilities & Deliverables

Act as the primary administrative resource to assigned executives, supporting department specific senior leadership to a lesser extent
- Draft, and engage in, correspondence on their behalf of assigned executives
- Create reports and presentations, organize electronic and paper files, track data, manage expense reporting, etc.
- Review and consolidate deliverables for board meetings, facilitate agendas, prepare board books, and complete mother related assignments
- Assist in the production of organization-specific progress reports and data gathering
- Develop, and maintain, an effective organizational headcount tracking and organization chart process that ensures active and open headcount are accurately captured and reported on regularly
- Gather, compile, verify, analyze, and proofread information for the executive's use in documents such as correspondence, reports, speeches, presentations, and media releases
- Effectively manage and schedule appointments and travelOrganize and coordinate meetings and events with internal and external stakeholders
- Partner as needed to jointly manage initiatives, projects and meetings involving the Senior
- Leadership Team and Committee/Board-level activities
Manage annual budget and initiative/project budget process for the HR function
- Coordinate with, and support, department VPs regarding same
Coordinate monthly business expense reporting process for the executive departments
- Monitor and track ongoing business expense processes including coding and routing invoices for approval, tracking expenses against budget, creating monthly accruals, conducting budget variance analyses, and recommending changes in budget forecasts
- Review initial submissions for completeness, inclusion of receipts, and compliance with company policies
- Recommend senior executive review once completed
Manage confidential issues based on the company policy, culture, and views of executive leadership, exercising independent judgment to ensure quality service and resolution
Develop effective and efficient correspondence to reflect the views of executive leadership
- Represent the executive leaders when interfacing with company directors, senior executives, external vendors and consultants, and employees
Makes independent decisions and judgments on areas of responsibility with limited supervision, including management of vendors, representation of UTI at various events, purchase of necessary department equipment, creation, and dissemination of various communications, etc.
- Demonstrates a high level of initiative; takes on projects and drives them to completion along with a strong sense of ownership towards department operations and objectives
Other duties as assigned.

Qualifications:
Education / Experience

High School diploma/GED required; Bachelor’s degree (preferred)
Minimum of seven (7) years of experience as an Executive Assistant (or role with similar scope) (required)
Minimum five (5) years of experience supporting a senior executive working in a large, complex function (preferred)
Demonstrated experience with implementing and administering key processes with little supervision, administering budgets, and supporting multiple executives (preferred)

Skills

Adapt and make independent decisions on issues that do not require oversight
Advanced time management skills with ability to prioritize critical tasks ahead of routine ones, as well as prioritize schedule demands with an appreciation and recognition of key, critical issues
Use multi-tasking skills and meet deadlines and adapt smoothly to rapidly shifting work priorities and schedules
Assertive and confident, with excellent interpersonal and emotional intelligence
Organizational skills with high attention to detail
Outstanding writing and document drafting skills
Advanced Microsoft Office Suite, including advanced presentation, spreadsheet, and document production skills
Create and develop clear, effective reports and communications for a wide variety of audiences
Use and learn new technology and software required in the course of business, including video conferencing platforms, budget and accounting software and various digital tools as required
Address sensitive and confidential information in a professional, mature, discreet, and secure manner

Standard Abilities

Able and willing to:
- Communicate, think, learn, and reason
- Use computers and computer systems (including hardware and software) to process transactions, store documents, enter data, or perform assigned tasks
- Safely ambulate and/or maneuver when on-site at Company locations
- Demonstrate and utilize active listening, inductive reasoning, information ordering and category flexibility
Ability to use good judgment, problem-solving and decision-making skills
Ability to maintain confidentiality and manage sensitive information with discretion
Ability to work in a fast-paced environment where deadlines are essential and multiple projects are worked simultaneously
Ability to gain, understand and apply information and data as it relates essential functions of the position
Ability to foster long-term relationships with stakeholders

Work Environment

Work is performed indoors in a climate-controlled environment when on site at assigned company location. Employees must be able to safely ambulate when on company premises.
This position is designated as:
- Hybrid (remote and onsite) worksite is available; Employees must meet minimum technical standards for eligibility and participation

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Senior Executive Assistant

Edtech.com's Summary

Senior Executive Assistant Full Description

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