Executive Assistant

Job Responsibilities

• Provide sophisticated calendar management for CEO.
• Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.
• Act as a liaison and provide support to all Executive staff.
• Arrange and handle all logistics for meetings and events: schedule meetings; draft agendas; develop, compile, and distribute presentation materials; and record meeting minutes.
• Manage the CEO’s calendar, responding to requests for time and rescheduling when necessary. Make appointments, schedule domestic and international complex travel arrangements (business and personal), assembles packets of information and prepares materials including itineraries, contacts, etc.
• Complete a broad variety of administrative tasks that facilitate the CEO’s ability to effectively lead the organization, including the following: assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists.
• Cook up complex travel schedules and itineraries for both business and personal travel.
• Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO, including those of a highly confidential or critical nature.
• Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect CEO’s style and organization policy.
• Work closely with the CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
• Act as a "barometer," having a sense for the issues taking place in the environment and keeping the CEO updated.
• Anticipate CEO’s needs in advance of meetings, conferences, etc.
• Provide "gatekeeper" and "gateway" role, providing a bridge for smooth communication between the CEO and staff, demonstrating leadership to maintain credibility, trust, and support with the Executive Team.
• Work with the Executive Team to coordinate the CEO’s outreach activities.
• Follow up on contacts made by the CEO to cultivate ongoing relationships.
• Manage hardware, software, desktop support, internal telecommunications, and other strategic systems usage for the CEO office’s use.
• Other projects/duties as assigned for the overall benefit of the organization.

Qualifications

• 10+ years of prior and significant C-Suite experience as an executive assistant in a Financial Services and/or Family Office environment.
• Bachelor's Degree required.
• Expert proficiency with Microsoft Office and desktop publishing software; ability to design and edit graphic presentations and materials.
• Technical proficiency and problem-solving skills related to: IT infrastructure; IT support and troubleshooting; and cloud-based environments (web-based applications).
• Strong verbal and written communication skills.
• Exceptional organizational skills and impeccable attention to detail.
• High degree of professionalism in dealing with diverse groups of people, including Board members, senior executives, staff, community leaders, donors, and funded partners.
• Make appropriate, informed decisions regarding priorities and available time.
• Able to complete a high volume of tasks and projects with little or no guidance.
• Able to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
• Able to maintain a high level of integrity and discretion in handling confidential information.
• Excellent judgment is essential.
• Able to switch gears at a moment’s notice.
• Able to be available after normal working hours as working hours outside of standard business times will be required and expected.

Benefits

• Annual base salary gross: $100,000-$110,000.
• Comprehensive, competitive benefits package, with options designed to help you make the best decisions for yourself, your family, and your lifestyle.
• Available benefits are based on eligibility.
• Total Rewards package includes a variety of medical and dental plans, vision coverage, disability and life insurance, 401(k) plans, and a robust suite of personal well-being benefits to support your mental health.