Provide invaluable key administrative support to the President & CEO. The Executive Assistant is highly organized with incredible attention to detail, and is committed to excellence in order to handle varied tasks in a fast-paced environment. The Executive Assistant will be responsible for some of the Company’s most confidential and time sensitive material. Strong communication and organizational skills are a must The ideal candidate will be an assertive, "can do" individual, supporting the executives’ ability to effectively lead the company with minimal distraction.
Essential Duties and Responsibilities
Manages a very active calendar of meetings and appointments for the President & CEO and other executives.
Responsible for the coordination and scheduling of meetings and presentations. Able to work with complex and detailed travel plans, itineraries and agendas.
Effectively organizes meetings with internal and external executives, directors, external parties, food vendors, annual meetings, leadership meetings, etc.
Anticipates the CEO’s next move. Understand the business and leadership.
Manages emails and phone calls.
Researches and compiling documents and presentations.
Organizes and maintains the board room.
Organizes and maintains the CEO’s office.
Ordering supplies for the executive team.
Will serve as an executive “gatekeeper” and “gateway” both internally and externally.
Follow up with key contributors to the CEO’s projects and maintain the timeline around deliverables on behalf of the executive team – keeping the projects on task!
He or she will research, prioritize, and follow up on incoming issues and concerns addressed to the executives, including those of a sensitive or confidential nature and determine the appropriate course of action (in consultation with the executives as appropriate).
Must have flexibility for weekend and evening hour work.
Other duties and responsibilities as assigned.
High level of competency with written and verbal communication skills. Ability to interact with executives, directors and members of the board to complete critical deliverables. Must have diplomacy and tact with all employees and not let the position of power and influence affect how other employees are treated. Ability to minimize “name dropping” to be effective with others.
Outstanding organizational skills. Must possess organizational skills that reflect ability to perform and prioritize multiple takes seamlessly with excellent attention to detail. Must be able to plan meetings and guide logistics with minimal supervision and typically with short notice and in many cases last minute changes.
Must have strong interpersonal skills, emotional maturity, and ability to adapt to the President & CEO’s personality. Should have initiative and the ability to anticipate executives’ needs, time constraints, travel requirements, presentation logistics and complete plans and support requirements without guidance. A proven track record with handling confidential information with discretion.
Prior experience supporting a President &CEO, C-level executive or board of directors is preferred.
Must have strong administrative skills and proficiency in Microsoft Outlook, Excel, PowerPoint, and Word is required.
Other Skills and Abilities
Must be able to legally work in the United States.
Must be willing to work in a drug-free environment and agree to a post offer drug test.
Must be willing to work safely and keep OSHA recordable incidents to a minimum.