Executive Assistant/ Temporary/ On- site

Position Summary and Essential Functions:

Seeking an Executive Assistant to provide high-level administrative support to C-level executives, excluding the President & CEO, for a temporary project (3-4 months) in a fast-paced environment, managing schedules, coordinating meetings, handling communication, preparing reports, and assisting with various administrative tasks to enable strategic focus.

Core Responsibilities:

• Manage complex schedules and calendars, and coordinate appointments, meetings, and events to ensure efficient use of time.

• Manage travel itineraries, including flights, accommodations, ground transportation, and other logistics.

• Manage expense reports and reimbursements. Track expenses and file reports in compliance with OFN policies.

• Handle sensitive and confidential documents, prepare memorandums, reports, papers, proposals, presentations, spreadsheets, and other materials as needed, and/or review/edit those drafted for accuracy and alignment with the tone and voice of top-tier executives within established time frames.

• Assist with project management tasks, tracking progress, and ensuring projects align with strategic goals often requiring interaction with multiple teams through completion. Take meeting minutes and follow up on action items.

• Ensure the highest level of discretion and confidentiality when handling sensitive information. Track action items and key issues to closure with a high degree of integrity and accountability.

• Identify opportunities to improve workflows, increase efficiency, and enhance the executives' productivity.

• Address urgent matters, make quick decisions, and resolve issues in the absence of executives.

• Provide additional administrative support as needed, which may include personal tasks for the executives.

Required Education and Experience:

• An HS diploma or equivalency is required; a bachelor's degree is preferred.
• Minimum of 5-7 years of experience supporting executive staff.

Required Skills and Abilities:

• Experience creating and developing administrative reports, presentations, and databases.

• Demonstrated experience managing multiple schedules and calendars.

• Demonstrated experience anticipating needs and solving problems autonomously.

• Experience managing office logistics.