Administrative Assistant to the CEO

About the Job

Reports To : Chief Executive Officer

Direct Reports : None

Shift: 9:00 AM - 5:00 PM (May vary according to operational needs)

Status: Full-Time, Exempt

Job Overview

The Administrative Assistant to the CEO provides essential support to ensure the smooth functioning of the CEO's office and overall organizational operations. This role focuses on administrative tasks and office coordination, assisting with communication, scheduling, document management, and basic logistical duties. The Administrative Assistant ensures that the CEO's office operates efficiently and aligns with the company's operational goals, while maintaining confidentiality and professionalism in all duties.

Key Responsibilities:

Administrative Support:

• Provide direct administrative support to the CEO, including managing schedules, coordinating appointments, and organizing daily tasks.
• Answer phone calls, handle emails, and direct inquiries as needed. o Perform general office duties such as document preparation, filing, and data entry.

Scheduling & Calendar Management:

• Schedule and coordinate meetings, appointments, and travel arrangements for the CEO, maintaining professionalism and confidentiality.
• Ensure all necessary materials and resources are prepared for meetings and appointments.

Communication & Coordination:

• Serve as a point of contact for internal and external communication on behalf of the CEO.
• Manage the CEO's correspondence, ensuring timely responses and follow-ups.
• Liaise with city departments, external partners, and stakeholders to support executive initiatives.

Document Preparation & Filing:

• Prepare and organize documents, reports, and presentations for the CEO.
• Maintain and update filing systems, ensuring that all records are accurate and accessible.
• Maintain accurate records of executive meetings.

Event and Meeting Logistics:

• Assist with logistical arrangements for internal meetings and external events.
• Ensure proper setup for meetings and take notes as needed during events and sessions.

Performance Expectations:

• Provide reliable administrative support that enables smooth operations of the CEO's office.
• Ensure efficient scheduling and coordination for the CEO, with attention to detail.
• Maintain confidentiality and professionalism in all duties and interactions.
• Contribute to a positive work environment by assisting with team communication and supporting internal events.
• Ensure accurate documentation and help maintain organized office systems.

Required Skills and Qualifications Essential:

• Bachelor's degree.
• Minimum of 3 years' experience supporting executive-level leadership.
• Strong proficiency in Microsoft Office Suite and database systems.
• Familiarity with social media platforms (LinkedIn, Facebook, etc.).

Benefits:

• Comprehensive health, dental, and vision coverage.
• Generous paid time off and flexible work schedules.
• 401(k) matching program.
• Professional development opportunities and leadership training.

Equal Opportunity Employer:

We are an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, sexual orientation, national origin, disability status, or any other characteristic protected by law.