Executive Assistant

Position Summary

Reporting directly to the CEO, the Executive Assistant is to provide comprehensive support to the CEO, CFO, CGO and other members of the Leadership team and serve as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the CEO.

Job Responsibilities

• Provides high-level administrative support to include initiation and management of calendar; email; correspondence; presentations; reports; research; telephone calls; travel coordination; expense reconciliation; department budget preparation and monitoring; social affairs; meeting materials; and minute-taking to ensure business initiatives are moving forward. Provides similar support to the Leadership Team as appropriate.
• Managing and scheduling travel, purchasing airline tickets, making hotel reservations, coordinating ground transportation, obtain directions, etc.
• Oversee the preparation, maintenance, and completion of records of all meetings of the Board.
• Shadows CEO in critical meetings, taking notes, tracking, and following up on action items, ensuring the organization is staying focused on top priorities.
• Manages and organizes complex and demanding calendars by actively responding to meeting requests. Proactively resolves and prioritizes scheduling conflicts. Coordinates with leaders, employees, outside vendors, organizations, and/or consultants to schedule meetings/events.
• Formulates plans and work schedules that meet priorities and deadlines of the CEO and other executive staff.
• Performs specialized and/or confidential administrative duties. Conducts research and prepares statistical and financial reports to assist the CEO in the development of strategic and business plans and the budget.
• Initiates, manages, and audits all correspondence, communications, policies, and reports for format, accuracy, and completeness that require Board of Directors and/or CEO review and/or signature.
• Drives CEO’s plans and initiatives, managing the workflow and problem-solving from concept through to completion.
• Properly maintains executive records, Board minutes, corporate files, and reports to facilitate easy and quick retrieval of documents upon request.
• Coordinates team meetings/executive leadership reviews/town halls/committee meetings and events; prepares agenda, materials, etc. Prepares slides and materials to support internal and external meetings and communications.
• Manages company special events hosted by the CEO or the Leadership team. Ensures that events, meetings, facilitators, conferences, and related contracts meet budget, deadlines, and organization specifications.
• Manages company insurance policies and renewals.
• Works on or may lead projects as requested.
• Exercises emotional intelligence in a fast-paced environment that demands a delicate blend of agility, tact, and managing up.
• Uses discretion and professionalism in dealing with managers, employees, board members, customers, and the public.
• Maintains complete confidentiality and always protects sensitive information. Projects professionalism in appearance, demeanor, and reliability at all times.
• Other department specific duties as assigned.

Required Experience and Qualifications:

• Bachelor’s degree in business or a related field required, and five (5) years administrative support experience in an executive level position or a combination of education and experience.
• Project and/or program management experience preferred.
• Ability to maintain strict confidentiality in all matters, whether inside or outside the organization.
• Ability to work independently with no supervision, make decisions in accordance with company policies, and work effectively with the Board of Directors, management, staff, vendors, and the public.
• Proven organizational skills, self-starter, multi-tasker, and the ability to take initiative and meet priorities in a fast-paced environment with a high level of accuracy and attention to detail.
• Ability to meet numerous deadlines, work with frequent disruptions, and reprioritize assignments as necessary.
• Proven experience driving complex projects while successfully executing and implementing concepts, plans and initiatives.
• Proven skills in the use of math, business English, grammar, letter writing, and the taking and transcribing of business meeting minutes.
• Experience in and the ability/willingness to convey a positive and professional image; maint…