Executive Assistant

Job Summary

An Executive Assistant plays a crucial role in supporting senior executives or high-level management within the organization. The Executive Assistant responsibilities are diverse and often require a high level of discretion, organization, and communication skills. The Executive Assistant performs the essential functions of the position, which includes but is not limited to duties as described below:

Calendar Management

• Maintain and manage executive schedules, including arranging meetings, appointments, and travel.
• Cook up and prioritize daily appointments, ensuring efficient time management.

Communication and Correspondence

• Act as the primary point of contact between the executive(s) and internal/external clients and vendors.
• Draft, review, and manage correspondence, emails, memos, and reports on behalf of the executive(s).
• Screen incoming calls and emails, redirecting or responding as appropriate.

Meeting Coordination

• Organize and prepare materials for meetings, including agendas, presentations, and reports.
• Attend meetings, take minutes, and follow up on action items.
• Arrange and manage logistics for both in-person and virtual meetings.

Travel Arrangements

• Coordinate domestic and international travel, including flights, accommodations, transportation, and itineraries.
• Prepare travel expense reports and ensure timely reimbursement processing.

Project Support

• Aid in the planning and execution of special projects and initiatives.
• Manage and track project deadlines, ensuring timely completion.

Office Management

• Oversee the executive office’s administrative functions, including maintaining office supplies, equipment, and ensuring a professional office environment.
• Cook up and coordinate in-office visits for staff, coordinating with IT to ensure proper equipment setup.
• Oversee usage and coordination of the Company Sprinter Van.
• Handle confidential and sensitive information with discretion.

Relationship Management

• Build and maintain positive relationships with the Senior Leadership team, upper management, including clients, partners, and team members.
• Represent the executive(s) in a professional manner during interactions with various parties.

Requirements

• Education: Bachelor’s degree in Business Administration, Communications, or a related field preferred.
• Experience: Minimum of 5 years of experience in an executive assistant or similar administrative role. Experience supporting C-level executives or senior management is required, CEO preferred.

Skills

• Exceptional organizational and time management skills.
• Must be able to work in a fast-paced environment.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
• Ability to handle multiple tasks and prioritize effectively in a fast-paced environment.
• High level of discretion and confidentiality.
• Demonstrated technical proficiency.
• Strong interpersonal skills and ability to interact with diverse groups of people.
• Experience coordinating complex, high-level travel arrangements.

Working Conditions

• This is an exempt position which complies with an alternative work schedule when applicable.
• The office is that of a highly technical company supporting a paperless environment.
• Primarily office-based, with occasional remote work flexibility depending on company policy.
• Occasional travel required.
• Vision abilities to work at close range and with small print.
• Physical efforts required include, but may not be limited to, repetitive small motor activity, grasping, ability to sit for extended periods of time; up to 6-8 hours per day.