Executive Assistant

Key Responsibilities

• Calendar and Schedule Management: Managing complex, high-volume calendars, prioritizing meetings, and resolving scheduling conflicts to maximize executive efficiency.
• Travel and Logistics: Coordinating domestic and international travel for the CEO, and senior staff members where needed. Includes flights, accommodation, transportation, and posting itineraries on calendars.
• Communication Management: Acting as the primary point of contact, screening emails and phone calls, and drafting correspondence on behalf of the CEO. Must have excellent communication and time management skills; proven ability to meet deadlines.
• Document Preparation: Creating, editing, and formatting reports, memos, spreadsheets, and presentations for meetings.
• Meeting Coordination: Organizing company quarterly meetings, senior staff meetings, and the company Launch each year, including taking minutes and following up on action items where required. Also assisting HR with coordinating scheduled training.
• Sustaining a daily calendar of meetings and events for senior staff check-in meetings.
• Preparing Word, Excel, PowerPoint presentations, agendas, reports, special projects and other documents in support of objectives for the organization.
• Screens incoming telephone calls; takes and delivers accurate messages; responds to requests by gathering and providing information, and referring non-routine calls to the appropriate personnel.
• Conserves the Executive's time by reading, researching, collecting and analyzing information as needed, in advance.
• Completes ad hoc projects as assigned – such as personal events and/or family needs.
• Gatekeeping: Prioritizing incoming requests to protect the Executive’s time.

Skills and Qualifications

• Bachelor's degree required
• 5+ years of related experience required in working in an executive assistant role and/or supporting multiple executives.
• Advanced proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint).
• Working knowledge of MS Forms, SharePoint, Teams, and OneDrive a plus.
• Ability to communicate effectively and professionally.

Preferred Attributes

• Business sense - has a strong business sense and can decipher priorities and make sound judgment calls when needed.
• Commitment to excellence - perform duties at the highest level possible on a consistent basis.
• Excellent communicator - able to interact with people of all levels in a confident, professional manner.
• Demonstrate ability and temperament to work with sensitive information.
• Team player - have team-oriented experience and approach.
• Service focus - dedicated to meeting the expectations of the CEO and other senior executives by maintaining effective relationships with interested parties.
• Ability to think outside of the box with a sense of urgency.