POSITION OVERVIEW:The purpose and goal of the Executive Assistant (EA) is to enhance the effectiveness and productivity of the CEO. In the role of Executive Assistant, your primary responsibilities will include managing schedules, coordinating meetings, handling correspondence, and facilitating smooth communication between the CEO and various internal and external stakeholders. This role requires exceptional organizational skills, attention to detail, discretion, and the ability to multitask effectively.
JOB DESCRIPTION/RESPONSIBILITIES:- Task Prioritization: Prioritize and manage multiple tasks simultaneously. Anticipate and prioritize the CEO's needs and deadlines, proactively addressing needs to ensure timely completion of assignments. Exercise sound judgment in handling urgent matters and escalating issues as appropriate.
- Calendar Management: Coordinate and manage executive calendars, including scheduling meetings, appointments, and travel arrangements, while ensuring optimal use of time and resources. Meet daily to review calendars, address conflicts, make judgements and recommendations to ensure smooth day-to-day engagements, and provide information needed for upcoming meetings.
- Meeting Coordination: Arrange and coordinate meetings, conferences, and events, both internally and externally. Anticipate information and materials needed prior to meetings and prep CEO as needed. Prepare and distribute meeting invitations, agendas, take minutes, and follow up on action items as necessary. Ensure meeting rooms are set up and equipped with necessary materials and technology. Follow-up with meeting attendees on meeting prep and post-meeting action items to ensure completion in preparation and follow-up to meetings.
- Travel Arrangements: Coordinate complex travel itineraries, including flights, accommodation, transportation, visa arrangements (if needed), meal reservations, event registrations, stakeholder meetings. Completing travel reports. Anticipate and proactively address any travel-related issues or changes to plans.
- Communication Liaison: Serve as the primary point of contact for the CEO, Act as a gatekeeper, screening and prioritizing incoming calls, emails, and correspondence with external customers, suppliers, community leaders, and others as needed; draft and compose emails, letters, reports, and other documents on behalf of the CEO, maintaining professionalism and confidentiality. Manage appropriate internal communication of key events and occurrences, birthdays, work anniversaries, family deaths, births, etc.; and arrange and execute relevant follow-up as needed.
- Information Management: Organize and maintain physical and electronic files, documents, and records, ensuring easy access and retrieval when needed. Manage confidential and time sensitive information with urgency, discretion and integrity. Understand organizational policies and procedures necessary to ensure appropriate decision-making protocols are followed.
- Relationship Management: Cultivate and maintain positive relationships with internal and external stakeholders, including executives, colleagues, clients, vendors, industry partners and community members. Serve as a representative of the CEO, demonstrating professionalism and diplomacy in all interactions. Keep pulse on important company happenings and apprise CEO and President of potential problems; recommend and implement solutions as appropriate. Manage community engagement and respond to all requests for involvement and support.
- Event Coordination: Plan and manage annual events (holiday party, company retreat, etc.), customer engagement events and catering for customer meetings. Create opportunities for informal get-togethers to create camaraderie and unity among the senior team.
REQUIREMENTS/QUALIFICATIONS: - Bachelor's degree preferred, or equivalent combination of education and experience.
- Proven experience as an executive assistant or similar role, preferably supporting senior executives or C-suite professionals.
- Open-minded, creative individual with a high level of energy and enthusiasm.
- Self-starter with the ability to work under minimal guidance and direction.
- Ability to think outside the box and be a problem-solver
- Excellent communication skills, both verbal and written, with a keen eye for detail and accuracy.
- Strong organizational and time management abilities, with the capacity to prioritize tasks and manage competing demands effectively, the ability to multi-task.
- Discretion and confidentiality in handling sensitive information and dealing with confidential matters.
- Adaptability, patience, situational awareness and flexibility to respond to changing priorities and work well under pressure.
- Strong problem-solving skills, resourcefulness, creativity, and can-do attitude.
- Proven ability to manage conflicting priorities in a fast-paced environment.
- Excellent interpersonal skills with high energy, positivity and professionalism.
- A willingness to work outside regular business hours as needed.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams, SharePoint) and other relevant software applications, with the ability to quickly adapt to new technologies.
Mental Requirements:- Demonstrated ability to handle confidential information appropriately.
- Ability to stay focused, efficient, and effective in managing multiple priorities.
- Professional demeanor and ability to defuse emotional situations in a calm manner.
- Good judgment.
- Proven ability to work independently to achieve accomplishments.
- Ability to communicate effectively with all levels of employees and outside contacts.
- Energetic with a 'let's roll up our sleeves' attitude.
- Proven ability to effectively collaborate with internal team, cross-functional team, and external parties in a rapidly growing environment.
- Exhibit comfortable interaction with employees at all levels of the organization.
Equal Employment OpportunityVision Government Solutions is an Equal Opportunity Employer and committed to a diverse and inclusive workplace. All employment decisions shall be made without regard to age, race, creed, color, religion, sex, national origin, ancestry, disability status, veteran status, sexual orientation, gender identity or expression, genetic information, marital status, citizenship status or any other basis as protected by federal, state, or local law.We're proud to be an equal opportunity employer and celebrate our employees' differences, including race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability and Veteran status.Vision Government Solutions maintains a drug-free workplace.