EXECUTIVE ASSISTANT TO THE CEO

Responsibilities

• Work as a team with the CEO to provide administrative, operations, and project/initiative management assistance to support various departments within the organization
• Drive and travel with the CEO to different offices
• Perform clerical and administrative tasks, including drafting letters, spreadsheets, memos, invoices, reports, presentations, and other documents for senior staff
• Answer and transfer phone calls, screening when necessary
• Maintain filing systems and records as assigned, including digitally
• Retrieve information as requested from records, email, minutes, and other related documents
• Cook up and schedule meetings, appointments, travel, and accommodations
• Proofread legal documents and generate redlines and final formatted documents
• Receive and transmit invoices from third parties and assist in tracking department expenditures
• Gathers and analyzes data housed in internal and external databases as requested
• Draft internal and external communication and correspondence on behalf of the CEO
• Collaborate with other Executive Assistants to successfully coordinate projects and schedules
• Identify and elevate issues that need to be addressed, participating in strategic and solution-oriented conversations in response to identified needs
• Create structure and focus for broad-reach ideas that the CEO are exploring and promptly bring forth recommendations for action
• Prepare agendas and schedules for meetings
• Prepare and submit expense reports
• Participate in special projects
• Maintain the highest quality service standards working with internal/external partners
• Maintain professionalism and strict confidentiality with all materials
• Suggests prioritization of scheduled and un-scheduled meetings and events, and arrange personal appointments as needed
• Manages CEO’s calendar, arranges meetings, conference calls, video conferences, travel, and personal appointments
• Prepares PowerPoint presentations, spreadsheets and reports
• Creates and maintains long-term and daily schedules for the CEO, including compiling and organizing requests for time and coordinating meetings and travel plans
• Handles special projects/assignments as directed by the CEO
• Processes bills for payment and monthly reconciliation of personal accounts
• Maintains paperwork for personal items to ensure compliance and accuracy
• Completes projects and special assignments by establishing objectives; determining priorities; managing time; gaining cooperation of others; monitoring progress; problem solving; making adjustments to plans
• Anticipates assistance needed by identifying problems, needs, options, and solutions before being asked
• Maintains employer’s privacy by keeping information confidential
• Proven ability to work well independently and take initiative
• Ability to prioritize/execute multiple tasks with efficiency and a sense of urgency
• Perform other related duties as assigned

Skills

• Bachelor's degree in a related field preferred
• Minimum 1 years of experience in an administrative role
• Experience supporting an Executive is a plus
• Excellent verbal and written communication skills
• Excellent interpersonal and customer service skills
• Extremely proficient in Microsoft Office Suite or related software with the ability to learn new or updated software
• Excellent organizational skills and attention to detail
• Basic understanding of clerical procedures and systems such as recordkeeping and filing
• Able to work independently and take initiative