EXECUTIVE ASSISTANT TO THE CEO, supporting the Chief Executive Officer (CEO) with administrative duties requiring confidentiality, discretion, and excellent communication skills.
Requirements
- Work as a team with the CEO to provide administrative, operations, and project/initiative management assistance
- Drive and travel with the CEO to different offices
- Perform clerical and administrative tasks, including drafting letters, spreadsheets, and reports
- Answer and transfer phone calls, screening when necessary
- Maintain filing systems and records as assigned
- Retrieve information as requested from records, email, minutes, and other related documents
- Maintain calendars for the department and supported executives and other assigned leadership staff
- Coordinate 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 analyses 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
- Maintains professionalism and strict confidentiality with all materials
- Provides suggested 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
- Responds to customer letters on behalf of 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; determines priorities; manages time; gains cooperation of others; monitors progress; problem solving; makes 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
- The EA will also be responsible for retrieving voicemail messages from the front desk (reception area) and routing the calls to the appropriate department and/or an individual on a daily basis.
- The EA will also be responsible for calling clients and documenting the calls in clients’ records.
Benefits
- Health insurance
- Dental insurance
- Vision insurance
- 401(k) or retirement plan
- Paid time off
- Paid holidays
- Life insurance
- Disability insurance
- Employee assistance program
