Reporting directly to the CEO, the Executive Assistant provides executive support in a one-on-one working relationship. The Executive Assistant must enjoy working within a fast-paced environment that is mission-driven and results-oriented. This individual must exercise good judgement in a variety of situations with excellent written, verbal, administrative and organizational skills, while balancing multiple priorities. This role will be expected to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
Role Duties/Responsibilities:
Provides high-level administrative support and assistance to the CEO.
Performs clerical and administrative tasks including drafting letters, memos, reports, and emails.
Maintains schedule of certain service and personal appointments, scheduling and following up as necessary
Schedules and attends meetings on behalf of CEO, taking notes and recording minutes.
Receives incoming communications or memos on behalf of CEO, reviews contents, determines importance, and summarizes and/or distributes contents to appropriate staff.
Performs office tasks including maintaining records, ordering supplies, and performing basic bookkeeping and personal tasks for CEO.
Manages bill payment and insurance for various personal properties.
Reconciles credit cards, bank accounts, and bills for personal accounts.
Handles computer and technology issues for the CEO.
Ensures timely and accurate completion of expense reports.
Arranges and manages travel and accommodations for the CEO.
Assists with logistics that support CEO's important professional and personal relationships.
Coordinates work calendar with personal and volunteer commitments; communicates regularly with family and/or outside personnel as necessary.
Books personal appointments as required.
Communicate and coordinates with domestic staff, vendors, and contractors, etc.
Handles various special requests, running errands, and related duties as needed.
Performs additional duties as assigned by the CEO.
Required Skills/Abilities:
Extensive knowledge of office administration, clerical procedures, and recordkeeping systems.
Highly proficient computer skills, with experience using Microsoft Office Suite, Zoom, Microsoft Teams, and other related software/apps.
Excellent organizational skills and attention to detail.
Impeccable judgment, exercising the utmost discretion with confidential and sensitive information and material.
Excellent time management skills with a proven ability to consistently meet deadlines.
Ability to function well in a high-paced and at times stressful environment.
Ability to research topics as requested by CEO and prepare reports.