Executive Assistant

Executive Assistant

Requirements

• Creative problem solver and self-starter
• Exceptional judgment and active foresight
• Able to work collaboratively and calmly, especially in stressful circumstances
• Able to adapt to competing demands in a dynamic business environment
• Good decorum, discretion, and executive presence in dealing with internal teams and external partners
• Exceptional written and communication skills
• Highly resourceful team-player with the ability to also be extremely effective independently
• Ability to achieve high performance goals and meet deadlines in a fast paced environment
• Experience supporting C-level executives preferred
• Executive level project coordination
• Excellent calendar management skills, including the coordination of complex executive meetings
• Quick learner with proficiency in a broad array of online tools, including spreadsheets and slide presentations
• Flexibility to perform job duties outside of normal business hours
• Ability to handle confidential information with discretion
• Quarterly travel required

Responsibilities

• Manage Executive’s dynamic and complex calendar
• Plan, coordinate, and ensure the Executive’s schedule is protected, striking a balance between ‘gatekeeper’ and ‘gateway’ role; prioritize executive’s time for internal and external commitments using sound judgment
• Arrange complex travel for Executive
• Assess necessity, urgency, and frequency when arranging candidate interviews with Executive
• Actively monitor Executive’s inbox — keeping it organized, flagging high priority items, forwarding appropriately, and removing clutter
• Proactively set, monitor, and manage clear meeting agendas for Executive
• Gather agenda topics and prepare briefing materials for external and internal meetings
• Assist with preparation of presentation decks and internal documentation and communications
• Participate in leadership level meetings, record accurate meeting notes (accurately synthesizing key elements of meetings and ensuring clarity and ownership of delegated tasks), concisely communicate outcomes, and follow-up with team on action items
• Take appropriate follow-up actions as necessary with little guidance
• Manage and submit Executive’s expense reports; review and approve executive team’s expense reports
• Coordinate quarterly Board of Directors meetings
• Plan and coordinate Executive Staff and Senior Leadership Team off-sites
• Greet and situate visitors with a friendly and professional demeanor
• Liaise with internal communications and marketing teams to assess speaking engagement requests for fit and to schedule and prepare Executive for speaking events, press events, and all other media activities
• Assist with new hire onboarding of leadership team members
• Act as strategic partner, facilitator, and liaison for Executive and his executive team
• Become a knowledgeable information resource for the Executive, his team, and the company at large
• Demonstrate excellent written communication skills to prepare outgoing mail on behalf of Executive as necessary
• Uphold strict level of confidentiality while promoting an atmosphere of transparency
• Navigate ambiguity, proactively anticipate needs of teams and leaders, and prioritize commitments – familiarizing yourself with the team’s priorities and projects
• Organize and maintain all information processes used by the Executive, including but not limited to business files, partner/contact lists, and various publications
• Drive continual process improvement, including introducing new processes when appropriate
• Lead and/or support special projects for Executives and Administration Team
• Support cultural initiatives, promote team building and morale, and exemplify company values
• Perform any and all other tasks that facilitate Executive’s ability to effectively lead the company

Preferred Qualifications

• Experience supporting C-level executives preferred