Job Purpose:
The Executive Assistant provides high-level, confidential administrative support to the Chief Executive Officer, acting as a trusted liaison and ensuring smooth operations within the executive team. This role involves handling a wide range of executive support, managing complex schedules, coordinating travel, facilitating communication across the organization, and contributing to the CEO's effectiveness and efficiency.
Essential Functions:
Administrative Support- Manage the CEO's calendar, including scheduling appointments, internal and external meetings, and travel arrangements.
- Coordinate logistics for meetings, events, and conferences, ensuring all materials and equipment are prepared.
- Handle confidential and sensitive information with a high degree of professionalism and discretion.
Communication and Liaison- Act as a primary point of contact between the CEO and internal/external stakeholders.
- Screen, prioritize, and handle all incoming communications, including emails, phone calls, and correspondence.
- Draft, edit, and proofread communications and reports on behalf of the CEO.
Project Management- Assist in the coordination and tracking of key projects, following up on progress, deadlines, and deliverables.
- Prepare detailed research and analysis to support decision-making processes.
- Coordinate with department heads and teams to ensure alignment on critical initiatives and projects.
Travel Coordination- Plan and book the CEO's travel arrangements, including flights, accommodations, and itinerary management.
- Prepare travel documents, agendas, and reports for trips.
Meeting Preparation and Support- Organize and prepare materials for board meetings, executive team meetings, and other events.
- Take meeting minutes and ensure follow-up on action items.
- Manage document flow, maintain records, and organize archives of meetings and critical documents.
Executive Office Operations- Manage expense reporting, budget tracking, and other administrative tasks.
- Implement efficient processes and tools for enhancing the productivity of the executive office.
- Identify and resolve operational issues, keeping the CEO informed of any potential challenges.
Education:
- Four years of College resulting in a Bachelor's Degree or equivalent
Certifications, Accreditations, Licenses:
N/A
Experience:
- 5+ years of experience as an Executive Assistant, with experience supporting C-level executives.
Special Knowledge, Skills, and Abilities:
- Excellent verbal and written communication skills.
- Strong organizational and time management skills.
- Proficiency in Microsoft Office Suite, Google Workspace, and other relevant tools.
- Ability to manage multiple projects with precision and handle confidential information responsibly.
- Exceptional interpersonal skills, with a high degree of professionalism and cultural sensitivity.
- Flexibility to work occasional extended hours as needed.
Supervisory Responsibility:
This position does not have supervisory responsibilities.