Executive Assistant

Brief Description

As the Executive Assistant to the Copresident, you will provide high-level administrative support for both personal and professional needs, ensuring the smooth and efficient functioning of the Copresident’s office. You will be a key liaison between the Copresident and internal/external stakeholders, manage communications, schedule meetings, and handle sensitive information.

CORE VALUES

Our 5 Core Values are more than just words; they're a way of life. We believe that companies with a strong culture and a higher purpose perform better in the long run. These values guide our actions every day:

• Own It: Hustle and refuse to settle
• Love People: Act for the greater good
• Find a way: Act with integrity and courage

Responsibilities

• Calendar Management: Maintain the Copresident’s personal and professional schedule, coordinate appointments, meetings, and conference calls, prioritizing and scheduling events effectively.
• Communication Management: Manage all incoming and outgoing communications, including emails, phone calls, and written correspondence, responding to or redirecting inquiries as appropriate.
• Travel Coordination: Arrange and coordinate complex travel itineraries, including flights, accommodations, ground transportation, and visa arrangements, ensuring plans align with the Copresident’s schedule and preferences.
• Meeting Support: Make arrangements for meetings, including lunch and room setup, attend meetings with the Copresident, take minutes, and follow up on action items to ensure completion.
• Confidentiality: Maintain the utmost confidentiality regarding sensitive information, business strategies, and personal matters related to the CEO.
• Information Management: Organize and maintain files, records, and documents related to the Copresident’s office, ensuring easy retrieval and secure storage.
• Relationship Management: Build and maintain positive relationships with internal and external stakeholders, including team members, customers, vendors, and other executives.
• Project Assistance: Assist the Copresident with various projects, conducting research, preparing reports, and supporting the execution of strategic initiatives.
• Gatekeeping: Screen incoming requests and prioritize matters that require the Copresident’s attention, ensuring efficient time management.
• Event Coordination: Plan and coordinate company events, meetings, and off-site retreats as required.
• Expense Management: Handle the Copresident’s expenses, track receipts, and process reimbursements efficiently, reviewing credit card transactions monthly and turning invoices into accounting on time.
• General Support: Set calendar reminders for personal and professional milestones and purchase gifts for team members, family, and friends. Run local personal and professional errands.

Requirements

• Proven Experience: Previous experience as an Executive Assistant or in a similar administrative role, preferably supporting C-level executives preferred.
• Organizational Skills: Exceptional organizational and time management skills, with the ability to juggle multiple tasks and priorities effectively.
• Communication Skills: Clear, concise, and professional communication, excellent written and verbal communication skills, capable of interacting confidently with individuals at all levels.
• Discretion: Demonstrated ability to handle sensitive and confidential information with the utmost discretion.
• Flexibility: Willingness to adapt to changing priorities and work outside regular business hours when necessary.
• Initiative: Proactive and self-motivated, able to take initiative and complete tasks with minimal supervision and to a high standard.
• Collaboration: A team player with the ability to collaborate effectively with colleagues and stakeholders.
• Problem Solving: Strong problem-solving skills, with the ability to anticipate needs and proactively address potential challenges.
• Strategic Thinker: Ability to think strategically and make informed decisions.
• Tech-Savvy: Proficient in Microsoft Office and familiar with communication tools and digital platforms.