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General & Admin - Administrative Assistant III
Gannett
Knoxville, TN, United States
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Job Title: Executive Assistant
Job Level: Experienced Professional
Typically Reports To: President
Business Unit: Knoxville
Department: G&A
Job Purpose: A brief summary describing the primary purpose of the job.
The Senior Executive Assistant will support the President in ensuring the optimal effectiveness of the USA TODAY NETWORK TENNESSEE, and contribute to the management of all functions related to the office and its many stakeholders, internally and externally. This is a critical position that represents the President to the public, and serves as a key member of the Executive Leadership Team. The ideal individual thrives in a fast-paced complex environment requiring creativity and initiative, and is self-motivated and self-directed.
Key Responsibilities: A bulleted list that includes the key responsibilities, tasks and duties of this job; including approximate percentage (%) of time it takes to complete the tasks, not to exceed 100%. You can add or reduce the number of duties depending on the job.
• Completes a broad variety of administrative tasks for the executive
including managing an extremely active calendar of appointments; composing
and preparing correspondence that is sometimes confidential; arranging
detailed travel plans, itineraries and agendas; compiling financial and
other types of documents for meetings; completing expense reports.
• Attends a variety of department
meetings, compiles status reports and communicates to Executive Leadership
Team in a timely manner.
• Handles project management for various
special assignments by establishing objectives, determining priorities,
managing time, gaining cooperation of others, monitoring progress,
problem-solving, adjusting plans and follow-up.
• Plans, coordinates and ensures the
executive’s schedule is followed and respected. Is an effective gatekeeper,
creating win-win situations for direct access to the executive’s priorities
and projects.
• Researches, prioritizes and follows up
on incoming issues and concerns addressed to the executive, including those
of a sensitive nature. Determines appropriate course of action, referral or
response.
• Prioritizes conflicting needs; handles
a wide array of matters expeditiously, proactively and follows through on
projects to successful completion, often with deadline pressures.
• Communicates as needed, directly, and
on behalf of the executive with senior leadership, employees, community
leaders and others on matters related to the executive’s priorities and
projects.
• Assists the executive with
planning and executing companywide presentations, events and initiatives.
• Other duties as assigned.
An individual in this position must be able to successfully perform the
essential duties and responsibilities listed above. Reasonable accommodations
may be made to enable individuals with disabilities to perform the essential
functions of this position.
1. Accountabilities:Area of Influence. Indicate
the position’s primary area of responsibility (e.g., Head of a Business Unit, Department, etc.). Identify internal
client groups or dotted-line reporting relationships that are critical to the job.
Please include the frequency of the contact, if relevant.
• This position requires project management and
collaboration across various properties in Tennessee. The role will support
strategic initiatives and communicate the status of the initiatives and
projects.
• Must maintain confidential information in a
professional manner, possess
excellent writing skills and critical thinking abilities, and the confidence to
solve problems independently.
2. Requirements:Indicate the education level, previous experience, specific knowledge, skills and abilities required to meet the minimum entry-level requirements (not necessarily the incumbent’s experience or education level) for this job. This may include special skills, statutes or regulations, and department procedures.
Education/Certification Requirements
• High school diploma required, Bachelor’s
degree preferred.
Experience Required or Preferred
• Minimum of 5 years Executive Assistant
experience.
Universal Skills and Traits Preferred
(i.e., excellent written or verbal communication skills; ability to work
autonomously; self-starter; etc.)
• Project management/coordination experience.
• Intermediate level MS Office skills including Outlook, Word, Excel and
Power Point.
• Excellent organization and time management skills.
• Expert level written and oral communication skills; strong proofreading
and editing skills are required.
• Strong interpersonal skills and the ability to build relationships with
stakeholders, including members of the community, leadership and staff at all
levels.
• Demonstrated proactive approaches to
problem-solving with strong decision-making capability.
• Forward looking thinker who actively seeks opportunities and proposes
solutions.