Executive Assistant

POSITION SUMMARY:

This role is responsible for managing high level, confidential, administrative, operational, and personal matters to Senior Executives across the Finance, HR and Facilities teams. The Executive Assistant will be expected to learn and maintain considerable knowledge of organizational structure, operations, services, goals, and key personnel. The role supports the Chief Finance Officer, Chief People + Diversity Officer, SVP of Finance, SVP of Facilities and VP of IT.

The Executive Assistant will work independently to review, problem solve, organize workflow and prioritize operational activities for the executives, such as; which includes managing the executive’s schedule; responding to information requests; prioritizing and handling correspondence; and will include basic finance staff duties as well as support of people team initiatives from a scheduling and coordination standpoint.  

The Executive Assistant must be a pro-active self-starter who anticipates needs and expectations and initiates follow-up on pending matters without being asked. Also, must possess significant office experience in similar roles necessary to determine appropriate methods to follow and to use independent judgment as to when to deviate from a standard course of action to achieve desired end results. This EA will be an extension of both the Finance and People teams, offering support across initiatives that touch the work lives of the employees at the Detroit Lions.

ESSENTIAL FUNCTIONS:

The Executive Assistant position will have daily responsibilities including, without limitation, the following:

• Manages the Executives’ complex calendar with confidence. Exercising independent judgment, schedules multiple and conflicting appointments and meetings. Coordinates conference arrangements and logistical services.  Prepares and distributes itineraries and related materials. Scheduling is a big aspect of this role.
• Performs high level word-processing, typing and editing of correspondence, prepares agendas, memorandums, narrative documents and reports. Prepares and manipulates detailed documents, graphs, tables, and spreadsheets; may develop and manage databases.  Assists CFO with preparation of board meeting materials. Assists CPDO with support on various company-wide initiatives.
• Answers phones, screens and responds to calls; takes messages.
• Reviews, summarizes and prioritizes incoming mail for finance and people departments. Prepares outgoing mail and packages for shipment and coordinates shipping, handling and delivery in a timely fashion.
• Provides administrative assistance to the Finance and People Teams that includes maintaining the files and filing system for both the CFO and Finance department.
• Work with the finance staff to help run the employee travel and entertainment system (Concur).
• Coordinates all administrative details for visitors, including greeting and escorting all scheduled visitors, coordinating conference rooms, food and beverages, calendar requests, conference rooms, A/V, travel, and other activities as needed. Monitor status of all visitors while on-site
• Participates in and assists finance staff with ad-hoc special projects requiring researching, compiling, analyzing and formatting data for report generation. May establish, utilize, and maintain database systems.  May include such tasks as sales and use tax submissions.
• Orders, monitors and maintains office equipment and supplies.
• Assists with finance duties including departmental budget tracking, invoice assistance, and a backup for processing accounts payables as needed.
• Assists the CFO and VP Finance with tracking and filing of state and local tax returns and extensions

NONESSENTIAL FUNCTIONS:

•  Will maintain an appropriate level of knowledge of Microsoft Office, web tools, and other software being used
• Maintains a working knowledge of applicable policies and procedures, to ensure adherence in a manner that reflects honest, ethical and professional behavior.
• Maintains professionalism when communicating with internal and external contacts
• Must be accurate and efficient with ability to meet deadlines
• Must be detail oriented with strong organizational skills
• The ability to gather and analyze information skillfully and develop solutions quickly and effectively
• Will adjust work schedule to meet departmental demands
• Will keep appropriate information confidential
• Will accept other responsibilities and duties required by the supervisor consistent with the
  objectives and essential functions of this position. Such responsibilities shall be incorporated into the position description if they are ongoing

QUALIFICATIONS/REQUIREMENTS:

• Associates degree or Undergraduate degree from an accredited college or university strongly preferred. High school graduate with coursework and specialized training in administrative science and/or business office procedures is required.
• Demonstrated ability to adhere to, understand and articulate internal operations, services, goals, project timetables, guidelines and policies.
• At least five years’ experience working with Microsoft product suite (MS Word, Excel, Power Point, and Outlook); extensive knowledge and experience with electronic mail and calendaring system.
• Ability to utilize and maintain standard office equipment, e.g., copier, fax, printer, shredder, phone system, computer, etc.
• Demonstrated ability to work independently, without formal instruction and to adapt quickly to competing priorities, conflicting deadlines and unexpected assignments.
• Ability to resolve problems and exercise judgment and initiative in achieving end results and maximizing outcomes.
• Ability to plan, organize and accomplish assignments accurately and efficiently with a high degree of professionalism to garner credibility and confidence.
• Strong interpersonal communication skills and professional telephone etiquette skills.
• Exceptional verbal and professional written communication skills, using discretion and sound judgment in handling confidential and sensitive information and materials.
• Analytical and problem-solving skills in order to research, compile and analyze data from multiple sources with an understanding and ability to perform mathematical computations.
• Previous experience in a professional sports or entertainment venue preferred.
• Will adjust schedule as needed to meet work goals and time constraints.
• May require work out of both the Ford Field Management Office and the Allen Park Training Facility.
• A valid Driver’s License and a good driving record