Executive Assistant

The Executive Assistant provides high-level administrative support primarily to the CEO, secondarily to the Camgian Senior Staff members, and tertiary to the corporate office. Reporting directly to the CFO, the Executive Assistant provides executive support in a one-on-one working relationship. The Executive Assistant also serves as a liaison to senior management teams; organizes and coordinates executive outreach and external relations efforts, and oversees special projects. The Executive Assistant must be creative and enjoy working in a fast-paced environment. The ideal individual will have the ability to exercise good judgment in a diversity of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. This is an on-site position based out of our Corporate Headquarters in Starkville, MS.

Key Responsibilities: 

• Calendar and Schedule Management: Managing complex, high-volume calendars, prioritizing meetings, and resolving scheduling conflicts to maximize executive efficiency. 

• Travel and Logistics: Coordinating domestic and international travel for the CEO, and senior staff members where needed. Travel includes flights, accommodation, transportation, and posting itineraries on calendars. 

• Communication Management: Acting as the primary point of contact, screening emails and phone calls, and drafting correspondence on behalf of the CEO. Must have excellent communication and time management skills; proven ability to meet deadlines. 

• Document Preparation: Creating, editing, and formatting reports, memos, spreadsheets, and presentations for meetings. 

• Meeting Coordination: Organizing company quarterly meetings, senior staff meetings, and the company Launch each year, including taking minutes and following up on action items where required. Also assisting HR with coordinating scheduled training. 

• Confidentiality and Discretion: Handling sensitive company, financial, and personnel information with high discretion. 

• Administrative Support:  

• Reconciling expenses, filing documents, ordering supplies, and preparing expense reports for the CEO.

• Sustain a daily calendar of meetings and events for senior staff check-in meetings. 

• Prepare Word, Excel, PowerPoint presentations, agendas, reports, special projects and other documents in support of objectives for the organization. 

• Screen incoming telephone calls; take and deliver accurate messages; respond to requests by gathering and providing information, and referring non-routine calls to the appropriate personnel. 

• Conserve the Executive's time by reading, researching, collecting and analyzing information as needed, in advance.

• Complete adhoc projects as assigned – such as personal events and/or family needs. 

• Gatekeeping: Prioritizing incoming requests to protect the CEO’s time.  

Skills and Qualifications: 

• Bachelor's degree required 

• 5+ years of related experience required in working in an executive assistant role and/or supporting multiple executives. 

• Advanced Proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint) 

• Working knowledge of MS Forms, SharePoint, Teams, and OneDrive a plus 

• Ability to communicate effectively and professionally. 

Preferred Attributes: 

• Business sense - has a strong business sense and can decipher priorities and make sound judgment calls when needed. 

• Commitment to excellence - perform duties at the highest level possible on a consistent basis. 

• Excellent communicator - able to interact with people of all levels in a confident, professional manner. 

• Demonstrate ability and temperament to work with sensitive information. 

• Team player - have team-oriented experience and approach. 

• Service focus - dedicated to meeting the expectations of the CEO and other senior executives by maintaining effective relationships with interested parties. 

• Ability to think outside of the box with a sense of urgency.