Executive Administrative Assistant to the CEO

Description

EXECUTIVE ASSISTANT TO THE CEO

SUMMARY

The Executive Assistant will provide high-level administrative support to executive management, ensuring efficient operations and effective communication. This position requires a highly organized, proactive, and detail-oriented individual with exceptional communication and interpersonal skills. The Executive Assistant will manage complex schedules, coordinate projects, and handle sensitive information with discretion, playing a crucial role in supporting the executive team and facilitating smooth workflow within the organization.

This role will require in-office attendance, travel, and some personal assistant duties. 

ESSENTIAL JOB DUTIES AND RESPONSIBILITIES

• Provide comprehensive administrative support to executive management, relieving them of administrative details and managing both personal and professional tasks.
• Coordinate workflow, prioritize tasks, and proactively follow up on delegated assignments to ensure timely completion.
• Exercise initiative to manage situations effectively in the manager's absence and maintain project schedules.
• Develop and maintain procedures manuals to ensure consistent performance of routine tasks.
• Compose, prepare, and review correspondence and reports for executive signature.
• Manage incoming mail, prioritize action items, and ensure timely responses to requests.
• Monitor and respond to emails as required, drafting or abstracting reports as needed.
• Serve as the primary point of contact for department heads, executives, investors, financiers, and owners, fostering positive communication and collaboration. 
• Coordinate conference calls and meetings effectively. 
• Collaborate with the Executive Assistant to the CEO to coordinate events, provide backup support, and ensure seamless coverage. 
• Manage and maintain business and personal calendars, optimizing time efficiency for executive management. 
• Schedule meetings, prepare agendas, and arrange necessary facilities. 
• Handle all inquiries with professionalism and efficiency, arranging callbacks and providing necessary information. 
• Screen visitors, manage interruptions, and ensure a professional and welcoming environment. 
• Arrange travel for executive management and other designated personnel, including itineraries, trip files, and expense reports. 
• Monitor travel arrangements and provide support in case of disruptions or changes. 
• Maintain and improve data storage and retrieval systems. 
• Manage administrative details for projects and seek opportunities to contribute to projects within areas of competence. 
• Complete other assignments as directed by executive management.

Requirements

SKILLS AND EXPERIENCE

• Bachelor’s Degree preferred but not mandatory. 
• 5 years of experience supporting "C"-level executives. 
• Advanced proficiency in Microsoft Office Suite, Adobe products, and travel arrangement tools. 
• Demonstrated skills, professionalism, and ability to maintain confidentiality at an advanced level. 
• Excellent written and verbal communication skills.
• Must have a valid driver’s license with no major infractions in the last 12 months.