Executive Assistant

JOB SUMMARY

The Executive Assistant performs high-level administrative, clerical, logistical, and travel support functions for the CEO. By effectively maximizing the CEO's time, managing information and communications, and implementing successful systems, the incumbent empowers the successful performance of the CEO. This role requires steadfast professionalism, meticulous attention to detail, flexibility, and confidence in execution.

MEASURE(S) OF SUCCESS

• Optimizing the CEO's time to enable their focus on high-level strategy issues and initiatives
• Understanding and representing the voice and priorities of the CEO in all communications, presentations, and PR opportunities
• Building productive working relationships with staff, vendors, and partners
• Timely and error-free processing of contracts, invoices, and expenses

COMPETENCIES

• Teamwork & Collaboration Team member cooperates with others through mutual trust and accountability to accomplish shared goals.
• Customer Service Team member consistently delivers exceptional internal/external customer service.
• Makes Sound
• Decisions Team members makes sound decisions in a timely and confident manner.
• Delivering Results Team member commits to achieving goals, holding themselves accountable, and following through.
• Work Organization Team member approaches work in an orderly manner, prioritizing tasks and managing time effectively.
• Resilience Team member responds to change with composure and positivity. Open to new ideas and ways of doing work. Adopts changes willingly.
• Communicating
• Effectively Team member expresses thoughts and ideas clearly and effectively.
• Continuous
• Improvement Team member seeks opportunities to improve current processes, systems, and methods to promote reliability, quality, and efficiency of output.

RESPONSIBILITIES/ESSENTIAL FUNCTIONS

To perform this job successfully, each essential duty and responsibility must be performed satisfactorily. Reasonable accommodations may be made to enable an individual with disabilities to perform essential functions. Other duties may be assigned to meet business needs.

1. General Administration & Communications (40%)

• Serve as the primary point of contact for the CEO to internal and external parties. Foster productive relationships on behalf of the CEO.
• Manage the flow of information and maintain awareness of correspondence in/out of the CEO's office. Mange email, mail, and phone calls. As directed, communicate on behalf of the CEO.
• Implement and enhance systems and processes to increase accuracy, efficiency, and quality of output from the office of the CEO.
• Exhibit sound judgement, make decisions, and anticipate and solve problems to move work forward and free time for the CEO. Exercise discretion and confidentiality critical to the role.
• Manage media and PR opportunities for the CEO in coordination with the Marketing department and media outlets. Preview and edit scripts, talking points, and social media posts for messaging and tone to reflect the voice of the CEO.
• Prepare or review/edit presentation decks and other materials for the CEO.
• Conduct research, synthesize findings, and furnish relevant articles and resources for the CEO.
• Organize CEO files and furnish documents to the CEO upon request.
• Maintain the database of CEO accounts, memberships, and subscriptions. Track and process renewals of CEO memberships, credentials, and licensing.
• Troubleshoot technology issues for the CEO, offering direct support as well as liaising with IT.
• As directed, sign documents on behalf of the CEO.

2. Scheduling & Travel (35%)

• Maximize the CEO's time by managing demanding calendar priorities and strategically scheduling meetings to impact meaningful and productive outcomes.
• Equip CEO and other meeting participants in advance with agendas, objectives, and materials.
• Manage adjustments to the CEO's calendar, often on short notice, to ensure timely updates and good communication with other meeting participants.
• Plan for the CEO's participation in annual industry and professional development conferences as well as speaking engagements. Manage event registration and logistics.
• Coordinate flights, lodging, ground transportation, and all other aspects of CEO's travel.
• Provide detailed travel itineraries and ensure all information is easily accessible.

3. Meeting & Event Coordination (15%)

• Coordinate meetings and events as requested by the CEO.
• Serve as a member of the Social Committee helping to coordinate all-staff events, including the annual holiday party, company picnic, Nationals baseball game outing, staff luncheon, et al.
• Support the CEO with components of meeting and event coordination for:
• Annual Board Meeting
• Quarterly & Special Board Meetings
• Semi-Annual Carrier Meeting
• Leadership & Other Meetings

4. Expenses & Contracts Tracking (10%)

• Track and maintain records of CEO expenses, invoices, and receipts.
• Prepare weekly CEO expense reimbursement reports and monthly CEO credit card reconciliations.
• Track and coordinate CEO review and approval of contracts according to company policy and process. As directed, execute contracts on behalf of the CEO.
• Create the annual budget for the office of the CEO.

EDUCATION AND EXPERIENCE

• Bachelor's degree required
• 5+ years of experience partnering with senior executives, preferably in a fast-paced and growth-oriented environment
• Familiarity with business operations, including exposure to corporate finance, HR, marketing
• Experience managing projects and meetings/events
• Demonstrated success building and maintaining productive relationships
• Experience with public relations and social media, preferably including involvement with crafting compelling messaging
• Proficiency with Outlook calendar scheduling and seamlessly juggling demanding calendars

REQUIRED KNOWLEDGE

• Advanced proficiency with Microsoft Office, facility with personal technology, and ability to quickly learn new software
• Excellent verbal and written communication skills
• Exceptional attention to detail
• Strong sense of personal responsibility and proactive nature
• Impeccable judgement and professionalism
• Strong social awareness, including the ability to serve as a gatekeeper to the CEO while maintaining collegial relationships
• Adaptability and flexibility
• Customer service mindset

This position description should not be construed to imply that the requirements are the sole standards for the position. Incumbents are expected to perform all assigned duties as required.

JT23