Executive Administrative Assistant, CEO

About the role

The Executive Assistant to the CEO serves as a trusted strategic partner responsible for providing high-level administrative, operational, and organizational support to the Chief Executive Officer. This role manages executive priorities, facilitates effective communication, coordinates critical business activities, and ensures the efficient operation of the CEO's office. The Executive Assistant acts as an extension of the CEO, demonstrating exceptional judgment, discretion, professionalism, and business acumen while interacting with internal and external stakeholders, including senior executives, board members, clients, investors, and business partners.

Job Duties And Responsibilities

• Manage the CEO's complex calendar, ensuring alignment with organizational priorities and strategic objectives.
• Cook up and manage domestic and international travel arrangements, including itineraries, accommodations, and logistics.
• Manage executive expenses and other invoices.
• Prioritize appointments, meetings, and commitments to maximize executive effectiveness.
• Prepare briefing materials, agendas, presentations, and reports for meetings and events.
• Maintain confidentiality and professionalism when handling sensitive matters.
• Plan and coordinate executive leadership meetings, board meetings, strategic planning sessions, and offsite events; takes minutes during board meetings and distributes to relevant parties.
• Handle highly sensitive business, financial, personnel, and organizational information with discretion.
• Exercise sound judgment in prioritizing issues and escalating matters appropriately.
• Anticipate the CEO's needs and proactively address challenges before they arise.
• Support other executives with calendar maintenance, meeting scheduling, travel arrangements, and expense reimbursement processes.

Typically Required Qualifications

• Requires a high school diploma or equivalent.
• Requires minimum of 7+ years’ experience supporting Senior Level Executives.
• Requires minimum of 10+ years of experience in the field or in a related area.
• Proven ability to thrive in a fast-paced, highly confidential environment.
• May require work outside of normal business hours.
• Advanced knowledge of MS Office skills including Word, PowerPoint and Excel are required.
• Excellent oral and written communication skills and command of the English language.
• Ability to maintain confidential information.
• Must exhibit executive professionalism/business maturity, solid work ethic, excellent judgment and organizational skills with the ability to deal with sensitive matters and to maintain confidentiality.
• Enhanced attention to detail and meeting deadlines.
• Analytical ability required gathering and summarizing data for reports, finding solutions to various administrative problems, and prioritizing work in a fast-paced environment.
• Ability to handle sensitive interpersonal situations.
• Ability to develop and maintain effective working relationships with others at the Senior Executive level.
• High level of flexibility, reliability and dependability.
• Possesses interpersonal skills necessary to deal courteously and effectively with a diverse group of professionals from Ricoh operating companies, acquisition prospects, Ricoh staff and others.
• Possesses outstanding organizational and time management skills with the ability to anticipate CEO’s needs.

Working Conditions, Mental and Physical Demands

• Works in an office environment with adequate lighting and ventilation, and normal range of temperature and noise.
• Daily internal contact is made via telephone, memo and letter and in person with internal and external staff.
• Daily external contact is made via telephone, memo or letter with outside counsel and opponents in legal claims.
• Work requires constant substantive involvement in stressful situations causing considerable strain on a regular basis.
• Some physical effort is required to remain in sitting position for prolonged periods while concentrating on a specific task.