Executive Assistant

KEY RESPONSIBILITIES

COLLABORATION & COMMUNICATION

An Executive Assistant that receives, screens, and processes telephone calls, mail, visitors and meeting requests.

Ensures the CEO is kept apprised of all current issues; reviews and analyzes various documents for the purpose of identifying items to bring to the attention of the CEO or senior leaders.

Communicates with senior leaders, employees, outside stakeholders, and other individuals as needed to exchange information or resolve problems.

Handles information of a confidential and/or sensitive nature; exercises judgment, professional discretion and confidentiality.

PREPARATION AND FOLLOW-THROUGH

An Executive Assistant that drafts and/or proofreads correspondence and other documentation.

Makes executive travel arrangements, including international travel arrangements, reservations, and accommodations; manages associated logistics; arranges meetings including meeting room reservation and set-up, placing and picking up food orders, etc.

Ensures appropriate support materials are prepared, assembled, and distributed, e.g., hand-outs, meeting agendas, presentation materials.

Ensures follow-up and follow-through after meetings, travel, and important events, including by collecting receipts and preparing expense reimbursement requests.

SYSTEMS AND PROCESS IMPROVEMENT

An Executive Assistant that establishes administrative systems that improve accountability and executive cadence.

Oversees files and records maintenance for the CEO; oversees and maintains office supplies inventory.

Audits processes and creates or updates standard operating procedures on a continuous basis, keeping records accurate and aligned with company policies and standards; actively looks for ways to reduce manual processes and increase efficiency and effectiveness while ensuring appropriate security protocols are maintained.

QUALIFICATIONS, SKILLS AND EXPERIENCE

An Executive Assistant with a bachelor’s degree in business administration, or a related field is strongly preferred; experience can substitute on a year for year basis for a degree.

At least five years of recent relevant experience required.

At least three years of recent experience supporting a C-level executive required.

Experience with Office 365 (Outlook, Teams, Word, Excel) at the Intermediate level strongly preferred.

Able to demonstrate exceptional attention to detail.

Able to solve problems proactively.

Able to work discreetly and professionally with confidential and sensitive information.

Able to be adaptable and effective in fast-paced, growing environments

Able to demonstrate a collaborative, team-first mindset with a positive, solution-focused approach.