Chief Executive Assistant

Job Summary

The Executive Administrative Assistant plays a crucial role in our organization by providing high-level administrative support to the President & CEO and other members of the executive leadership team. You will be instrumental in enabling our leaders to achieve their goals by efficiently managing their daily operational tasks and streamlining processes.

Primary Duties

• Coordinate the day-to-day and long-range activities and operations of the Executive Office with precision and efficiency.
• Efficiently manage complex and dynamic calendars, ensuring all appointments are well-organized and confirmed, and making necessary adjustments as needed.
• Plan and coordinate travel arrangements, including processing expense reports related to travel, to ensure seamless travel experiences for executives.
• Screen incoming executive communication through various channels to effectively manage priorities.
• Handle a wide range of administrative support tasks and proactively initiate processes to manage projects, information, and people effectively.
• Research, analyze data, and prepare documents for review and presentation by boards of directors, committees, and executives.
• Compile information, analyze data, and prepare reports and departmental metrics as required for informed decision-making.
• Develop positive and strategic relationships at all levels of the organization to facilitate smooth operations.
• Coordinate office needs such as organizing events, maintaining supplies, etc., to ensure a conducive work environment.
• Schedule conference rooms and meetings as necessary and attend various meetings to maintain notes, records, and trackers up to date.
• Utilize expertise in Microsoft Word, Excel, PowerPoint, and Outlook for seamless administrative operations.
• Perform other related duties as assigned to support the efficient functioning of the executive office.

Education / Experience

• High school diploma required; Bachelor’s degree in Business Administration or related field preferred.
• Minimum 5 years of related experience supporting executives, including the President & CEO, is essential.

Qualifications

• Possess an in-depth understanding of office management and scheduling intricacies for effective coordination.
• Ability to maintain discretion and confidentiality in handling sensitive information.
• Demonstrate excellent verbal and written communication skills to interact professionally with internal and external stakeholders.
• Showcase exceptional organizational skills and meticulous attention to detail in all tasks.
• Exhibit excellent time management skills with a proven ability to meet deadlines and prioritize tasks efficiently.
• Extensive knowledge of office administration, clerical procedures, and recordkeeping systems.
• Proficiency in Microsoft Office Suite or similar software with an ability to adapt to new tools.
• Strong organizational, project management, and problem-solving skills with exceptional multitasking abilities.
• Capable of lifting up to 20 pounds and adapting to moderate noise levels while actively listening and communicating.