EXECUTIVE ASSISTANT TO THE CEO

Job Description

Job Description

EXECUTIVE ASSISTANT TO THE CEO We seek an experienced Executive Assistant to support the Chief Executive Officer (CEO). This role oversees and manages the flow and exchange of information, streamlines interactions, and facilitates initiatives for the CEO. The Executive Assistant performs administrative duties requiring confidentiality, discretion, tact, diplomacy, sound judgment, and excellent decision-making skills. Success in this role requires a positive attitude, a strong work ethic, outstanding communication and customer skills, high-level project management skills, and close attention to detail. The successful EA possesses the ability to proactively address and identify situations that may escalate; exercises judgment and implements projects as agreed upon by the CEO. The individual has general knowledge of all facets of executive administration, to include phone and in-person business protocol, composition of letters and memos, travel arrangements, event planning and all other relevant items. The incumbent demonstrates polished written and oral communication skills as well as professional demeanor with the ability to screen the CEO phone calls and speaking on behalf of the CEO when required.

Responsibilities Work as a team with the CEO to provide administrative, operations, and project/initiative management assistance to support various departments within the organization

Drive and travel with the CEO to different offices.

Perform clerical and administrative tasks, including drafting letters, spreadsheets, memos, invoices, reports, presentations, and other documents for senior staff

Answer and transfer phone calls, screening when necessary

Maintain filing systems and records as assigned, including digitally

Retrieve information as requested from records, email, minutes, and other related documents

Maintain calendars for the department and supported executives and other assigned leadership staff

Coordinate and schedule meetings, appointments, travel, and accommodations

Proofread legal documents and generate redlines and final formatted documents

Receive and transmit invoices from third parties and assist in tracking department expenditures

Gathers and analyses data housed in internal and external databases as requested

Draft internal and external communication and correspondence on behalf of the CEO.

Collaborate with other Executive Assistants to successfully coordinate projects and schedules

Identify and elevate issues that need to be addressed, participating in strategic and solution-oriented conversations in response to identified needs

Create structure and focus for broad-reach ideas that the CEO are exploring and promptly bring forth recommendations for action

Prepare agendas and schedules for meetings

Prepare and submit expense reports

Participate in special projects

Maintain the highest quality service standards working with internal/external partners

Maintain professionalism and strict confidentiality with all materials

Provides suggested prioritization of scheduled and un-scheduled meetings and events, and arrange personal appointments as needed

Manages CEO’s calendar, arranges meetings, conference calls, video conferences, travel, and personal appointments

Prepares PowerPoint presentations, spreadsheets and reports

Creates and maintains long-term and daily schedules for the CEO, including compiling and organizing requests for time and coordinating meetings and travel plans

Handles special projects/assignments as directed by the CEO

Responds to customer letters on behalf of the CEO. Processes bills for payment and monthly reconciliation of personal accounts. Maintains paperwork for personal items to ensure compliance and accuracy

Completes projects and special assignments by establishing objectives; determines priorities; manages time; gains cooperation of others; monitors progress; problem solving; makes adjustments to plans

Anticipates assistance needed by identifying problems, needs, options, and solutions before being asked

Maintains employer’s privacy by keeping information confidential

Proven ability to work well independently and take initiative

Ability to prioritize/execute multiple tasks with efficiency and a sense of urgency

The EA will also be responsible for retrieving voicemail messages from the front desk (reception area) and routing the calls to the appropriate department and/or an individual on a daily basis.

The EA will also be responsible for calling clients and documenting the calls in clients’ records.

Perform other related duties as assigned

Skills Bachelors degree in a related field preferred

Minimum 1 years of experience in an administrative role

Experience supporting an Executive is a plus

Excellent verbal and written communication skills

Excellent interpersonal and customer service skills

Extremely proficient in Microsoft Office Suite or related software with the ability to learn new or updated software

Excellent organizational skills and attention to detail

Basic understanding of clerical procedures and systems such as recordkeeping and filing

Able to work independently