Executive Assistant

Executive Assistant

The Executive Assistant provides primary administrative support to the CEO and the CFO. The role manages schedules, communications, travel, and other administrative activities, and assists with key projects. As requested, the Executive Assistant may also coordinate personal administrative matters for the CEO. This position requires sound judgment, discretion, strong communication skills, and the ability to anticipate needs and manage changing priorities. Occasional time-sensitive requests may require a response outside normal business hours.

Responsibilities:

• Calendar Management: Coordinate and manage the CEO and CFO's daily schedule, including appointments, meetings, and travel arrangements. Ensure time is effectively prioritized and that the CEO and CFO are fully prepared for all engagements.
• Communication Liaison: Act as a primary point of contact for internal and external communications to the CEO and CFO. Screen, prioritize, and respond to emails, phone calls, and inquiries.
• Meeting Coordination: Organize meetings, briefings, and presentations, including preparation of agendas, materials, and notes. Take detailed meeting minutes when needed and follow up on action items.
• Event Coordination: Plan and organize company events to include board meetings, leadership meetings and other events. This will include venue selection, food and beverage, guests and other items as requested.
• Travel and Logistics: Handle all aspects of domestic and international travel arrangements for the CEO, CFO and other company Executives as needed, including flight bookings, accommodations, transportation, and scheduling meetings.
• Personal Support for CEO: As requested, assist the CEO with personal administrative items. This may include scheduling appointments, communicating with household service providers, and managing related logistics. Follow company policies when performing these duties.
• Confidentiality & Discretion: Maintain strict confidentiality of sensitive company, executive, and personal matters. Handle confidential information with discretion and professionalism.
• Project Assistance: Assist the CEO with various strategic and operational projects, including research, data compilation, and coordination of initiatives across departments.
• Document Management: Prepare reports, presentations, and correspondence for the CEO and CFO's review. Ensure documents are organized and easily accessible.
• AI and Digital Tools: Use company-approved AI tools to support administrative workflows, such as drafting, summarizing, research, and organization. Review outputs for accuracy and comply with company confidentiality, data security, and records policies.
• Social Media: Draft and schedule social media posts for the CEO and company as needed. Coordinate, review and approve before publication, and ensure posts follow company branding, confidentiality, and communication policies.
• Board and Executive Team Support: Coordinate logistics for board meetings and ensure that necessary materials are prepared in advance. Assist with communication between the CEO and board members.
• Additional responsibilities and tasks as needed.

Knowledge, ability and skills:

• Exceptional organizational and time-management skills.
• Strong written and verbal communication skills.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to multitask, prioritize, and meet deadlines.
• Strong attention to detail with the ability to manage multiple high-level projects simultaneously.
• Discretion and integrity in handling confidential information.
• Strong interpersonal skills, with the ability to interact effectively with C-suite executives, senior leaders, employees, and external stakeholders.
• Proactive, self-starter with the ability to work independently.
• Adaptable to changing priorities and capable of thinking on your feet.
• Strong problem-solving and critical-thinking abilities.

Minimum previous experience/qualification :

• Experience: Minimum of 5 years of executive assistant or senior administrative support experience, ideally within the manufacturing or in a fast-paced, publicly traded environment.
• Education: Bachelor's degree preferred or equivalent work experience.

LightPath Technologies