Executive Assistant at Veteran Benefits Guide

Description

Who we are:

Veteran Benefits Guide (VBG) was founded by a former United States Marine with the goal of ensuring that Veterans receive accurate disability benefits in a timely manner. Since it was founded, VBG has guided more than 35,000 Veterans through the complicated Veteran Affairs (VA) disability claims process. As a company founded by a Veteran and staffed by many Veterans and families of Veterans, VBG is committed to advocating for policies that protect the rights and interests of former service members.

Who we’re looking for:

We are seeking an experienced Executive Assistant to join our team, providing essential support to our C-Suite and Directors at all Company locations. The ideal candidate must be local to the Las Vegas Headquarters and have the flexibility to work in remote locations. The Executive Assistant will play a pivotal role in enhancing our leadership team's efficiency and effectiveness.

Essential Functions:

Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.

Calendar Management: 

• Proactively manage complex calendars for C-Suite and Director-level executives, scheduling appointments, meetings, and events while optimizing their time and ensuring alignment with strategic priorities. 

Meeting and Executive Visitor Support:

• Attending meetings and taking detailed notes, capturing key action items, decisions, and follow-ups. Prepare accurate and concise meeting minutes and electronic minute packets for distribution. Will assist with coordinating Executive Visitor coordination and any accommodation coordination to include travel.

Expense Management:

• Utilize Concur or other expense management tools to process and track expense reports, ensuring compliance with company policies and accurate record-keeping. Working with accounting/payables for expense reporting/reconciliation/securing discounts with vendors as appropriate.

Travel Coordination:

• Research, identify. Book and manage all company-related travel arrangements, including flights, accommodation, ground transportation, and other logistics, ensuring a seamless travel experience for executives, managers, and other designated staff/visitors as directed. 

Communication:

• Collaborate effectively within a team environment, displaying resourcefulness, enthusiasm, and proactivity. Prepare and distribute communications, including calendar invites, Teams calls, agendas, and other relevant materials for meetings and department functions.

Event Coordination:

• Assist in preparation, vendor outreach, potential cost negotiation, planning, and executing all department functions and meetings. Coordinate logistics such as reserving facilities, audio/visual, and associated computer needs in collaboration with IT Department, arranging food and beverage services, and providing necessary technical support.

Reporting:

• Compile and analyze project data for regular reports, providing insights to guide decision-making and presenting findings to management.

Department Liaison:

• Facilitate communication between project teams and departments, ensuring alignment of strategies, resolving conflicts, and incorporating departmental needs. 

Project Management Oversight:

• Develop and maintain executive-level project plans, monitor progress, allocate resources, and guide teams to ensure on-time delivery.

Confidentiality:

• Manage sensitive and confidential matters with a high degree of discretion, maintaining the utmost level of confidentiality in all interactions. Work with the People Operations Department to manage internal open-door issues directed initially and solely to a member of the Executive Group, to include maintaining a log and ensuring issues are timely investigated, resolved, responded to, and closed in a timely manner by the People Operations Team.

Other Duties as Assigned:

• This position description contains the major duties formally assigned to this role, but does not encompass all duties that fall under its scope. Other duties may be assigned to this role based on business need.

Qualifications or Competencies:

• A minimum of 3 years of experience as a senior-level administrative assistant, supporting C-Suite and director-level executives, is required.

Organizational Skills:

• Exceptional organizational and time management skills, with the ability to juggle multiple tasks and priorities while maintaining attention to detail.

Communication Skills:

• Strong written and verbal communication skills, with the ability to effectively interact with executives, colleagues, and external stakeholders. Business/Professional demeanor and presentation is essential.

Position Type:

This is a full-time position. Days and hours of work are Monday through Friday, 8:00 a.m. to 5 p.m. Schedules must be approved by supervisors.

Travel:

This position may involve travel to other remote locations for meetings, training, or other significant events. Travel is anticipated to be less than 10% of this position’s full-time. 

Other Duties: 

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. 

EEO:

Veteran Benefits Guide (VBG) provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, national origin, ancestry, physical disability, mental disability, medical condition, marital status, sex (including pregnancy, childbirth, breastfeeding or related medical conditions), gender (including gender identity and gender expression) genetic characteristic, sexual orientation, registered domestic partner status, age, military or veteran status, hairstyle or hair texture, reproductive health decision making, or any other characteristic protected by federal, state, or local laws.