EXECUTIVE ASSISTANT TO THE CEO

EXECUTIVE ASSISTANT TO THE CEO

We seek an experienced Executive Assistant to support the Chief Executive Officer (CEO). This role oversees and manages the flow and exchange of information, streamlines interactions, and facilitates initiatives for the CEO. The Executive Assistant performs administrative duties requiring confidentiality, discretion, tact, diplomacy, sound judgment, and excellent decision-making skills. Success in this role requires a positive attitude, a strong work ethic, outstanding communication and customer skills, high-level project management skills, and close attention to detail. The successful EA possesses the ability to proactively address and identify situations that may escalate; exercises judgment and implements projects as agreed upon by the CEO. The individual has general knowledge of all facets of executive administration, to include phone and in-person business protocol, composition of letters and memos, travel arrangements, event planning and all other relevant items.

The incumbent demonstrates polished written and oral communication skills as well as professional demeanor with the ability to screen the CEO phone calls and speaking on behalf of the CEO when required.

Responsibilities

• Work as a team with the CEO to provide administrative, operations, and project/initiative management assistance to support various departments within the organization

• Drive and travel with the CEO to different offices.

• Perform clerical and administrative tasks, including drafting letters, spreadsheets, memos, invoices, reports, presentations, and other documents for senior staff

• Answer and transfer phone calls, screening when necessary

• Maintain filing systems and records as assigned, including digitally

• Retrieve information as requested from records, email, minutes, and other related documents

• Maintain calendars for the department and supported executives and other assigned leadership staff

• Coordinate and schedule meetings, appointments, travel, and accommodations

• Proofread legal documents and generate redlines and final formatted documents

• Receive and transmit invoices from third parties and assist in tracking department expenditures

• Gathers and analyses data housed in internal and external databases as requested

• Draft internal and external communication and correspondence on behalf of the CEO.

• Collaborate with other Executive Assistants to successfully coordinate projects and schedules

• Identify and elevate issues that need to be addressed, participating in strategic and solution-oriented conversations in response to identified needs

• Create structure and focus for broad-reach ideas that the CEO are exploring and promptly bring forth recommendations for action

• Prepare agendas and schedules for meetings

• Prepare and submit expense reports

• Participate in special projects

• Maintain the highest quality service standards working with internal/external partners

• Maintain professionalism and strict confidentiality with all materials

• Provides suggested prioritization of scheduled and un-scheduled meetings and events, and arrange personal appointments as needed

• Manages CEO’s calendar, arranges meetings, conference calls, video conferences, travel, and personal appointments

• Prepares PowerPoint presentations, spreadsheets and reports

• Creates and maintains long-term and daily schedules for the CEO, including compiling and organizing requests for time and coordinating meetings and travel plans

• Handles special projects/assignments as directed by the CEO

• Responds to customer letters on behalf of the CEO. Processes bills for payment and monthly reconciliation of personal accounts. Maintains paperwork for personal items to ensure compliance and accuracy

• Completes projects and special assignments by establishing objectives; determines priorities; manages time; gains cooperation of others; monitors progress; problem solving; makes adjustments to plans

• Anticipates assistance needed by identifying problems, needs, options, and solutions before being asked

• Maintains employer’s privacy by keeping information confidential

• Proven ability to work well independently and take initiative

• Ability to prioritize/execute multiple tasks with efficiency and a sense of urgency

• The EA will also be responsible for retrieving voicemail messages from the front desk (reception area) and routing the calls to the appropriate department and/or an individual on a daily basis.

• The EA will also be responsible for calling clients and documenting the calls in clients’ records.

• Perform other related duties as assigned

Skills

• Bachelors degree in a related field preferred

• Minimum 1 years of experience in an administrative role

• Experience supporting an Executive is a plus

• Excellent verbal and written communication skills

• Excellent interpersonal and customer service skills

• Extremely proficient in Microsoft Office Suite or related software with the ability to learn new or updated software

• Excellent organizational skills and attention to detail

• Basic understanding of clerical procedures and systems such as recordkeeping and filing

• Able to work independently