Executive Assistant

Job Summary    

The Executive Administrative Assistant will be tasked with supporting all the conventional aspects of daily operations (e.g., calendars, e-mail, travel, meetings, calls, etc.), and interacts regularly with executive leadership and the Board of Directors.  This role requires a strong administrator with good judgment, an eye for accuracy, a high level of integrity and discretion in handling confidential information, and professionalism in dealing with senior professionals inside and outside the organization.   

Essential Functions and Responsibilities:

Manage calendars and arrange meetings based on leader preferences (which may be physical, telephonic, or video conference) including communication, material preparation, and follow up.  Maintain the overall calendar of many key corporate events: Board, investor relations, Quarterly Business Reviews, etc.     Arrange domestic and international travel, including coordinating materials, facilities, and transportation, with adjustments as needed   Act as a direct link between executives and their direct reports and other employees as needed.  Thoughtfully handle various inbound inquiries from employees, board members, and outside investors.        Compile receipts and reconcile credit card statements (including currency conversion) and prepare and complete expense reports.  Assist in planning events within and outside of the office managing all aspects including invitations, speakers, catering, entertainment, hotel accommodations, and transportation.  Build key relationships and partner with key company leaders and other executive assistants, as well as contractors, suppliers, and vendors.  Act as a team player and provide support and coverage to other members of our Executive Admin team as needed.  Represent Bottomline’s CFO, CHRO, and CIO via phone and email to audiences including employees, board members, and outside investors.    Assist with preparing and editing quarterly Board of Director and Audit Committee packages and materials    Assist in monitoring e-mail accounts by reviewing incoming and sent e-mails, responding on other’s behalf when appropriate, and keeping contacts current. Experience with contact management software desirable, but not required.

Required Experience & Qualifications 

• Bachelor’s degree or 3+ years of relevant experience in executive support 

• Exceptional attention to detail, professionalism, ability to manage multiple priorities effectively and work independently  

• Capable of managing sensitive and confidential information 

• Ability to be agile and flexible in a changing work environment with shifting and competing priorities  

• Capable of proactively anticipating executive needs and providing service levels that exceed expectations. 

• Ability to work independently and collaboratively 

• Experience managing calendars and scheduling travel arrangements. 

• Polished professional who operates with grace, humor, and resilience under pressure  

• Self-starter who can effectively work in a remote environment and successfully engage with leadership.  

• Possess a tremendous amount of initiative and is exceptional at spotting and seizing opportunities.   

• Persists in accomplishing objectives despite obstacles and setbacks 

• Knowledge of company operations, policies, and procedures.   

• Proficient with Microsoft Office Suite (Word, Outlook, Excel, PowerPoint, etc). 

Preferred Experience & Qualifications 

• Previous experience in one or more Coordinator roles and/or Project Coordination roles 

• Project Management Skills including organization, planning and execution.   

• Experience with contact management software desirable, but not required.      

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Last updated on Aug 28, 2024