Position Overview: Executive Assistant to the CEO and C-Suite
Role Summary: As the Executive Assistant, you will be the backbone of the executive team, ensuring that the CEO and other C-suite executives can focus on driving the company's strategic vision. Your role is pivotal in managing administrative tasks with precision and professionalism, requiring exceptional organizational skills, keen attention to detail, discretion, and top-notch communication abilities.
Key Responsibilities:
Executive Liaison and Coordination:
Act as the primary point of contact between executives and department heads, facilitating seamless communication and collaboration.
Coordinate and manage meeting logistics, including preparing presentations, materials, and summarizing outcomes.
Calendar and Schedule Management:
Oversee the intricate schedules of the CEO and C-suite, ensuring efficient organization of meetings, appointments, and conference calls.
Travel Coordination:
Arrange comprehensive travel plans for executives, including booking flights, hotels, and transportation, and preparing detailed itineraries.
Handle travel expenses and reimbursement processes.
Strategic Initiative Support:
Partner with senior leadership to define, prioritize, and execute strategic projects.
Monitor and manage key projects, ensuring alignment with organizational goals, timelines, and budgets.
Provide regular updates on project progress, risks, and key metrics.
Assist in preparing, editing, and formatting documents such as presentations, reports, memos, and proposals.
Ensure all documents meet company standards for accuracy and quality.
Representation and Communication:
Represent the executive team in internal and external communications.
Draft communications, announcements, and reports on behalf of leadership.
Foster relationships with key stakeholders, promoting a culture of open communication and teamwork.
Special Projects and Ad-Hoc Tasks:
Lead ad-hoc initiatives assigned by the executive team, involving high-level research, analysis, and reporting.
Provide administrative support for special projects, including board meetings, company events, and high-priority deadlines.
Office Management:
Oversee general office operations, including ordering supplies, managing office equipment, and coordinating maintenance to ensure a smooth-running office environment.
Required Experience:
A minimum of six years of experience as an executive administrative assistant, specifically supporting executive-level leaders.
Exceptional organizational skills, with the ability to manage and prioritize multiple tasks seamlessly and with great attention to detail.
Strong interpersonal skills, capable of building relationships with both internal and external stakeholders.
Expert-level proficiency in written and verbal communication.
Demonstrated proactive problem-solving abilities and strong decision-making skills.
Highly resourceful team player, with the capability to work independently with equal effectiveness.
Proven track record of handling confidential information with discretion, adapting to various competing demands, and providing the highest level of customer/client service and responsiveness.
Demonstrated ability to achieve high-performance goals and meet deadlines in a fast-paced environment.
Advanced experience with Outlook, including mail merge, conditional formatting, template creation, cross-posting between calendars, and exporting spreadsheets.
Required Education:
High School Diploma required; Bachelor's Degree preferred.
Travel Requirements:
Occasional travel outside the immediate area may be required.