Full Job Description
Reporting directly to the CEO, the Executive Administrative Assistant provides executive support in a one-on-one working relationship. The Executive Administrative Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO, including as liaison to senior management teams, and employees. The Executive Administrative Assistant must be creative and enjoy working within a fast-paced, entrepreneurial environment that is both culture and results-driven. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Administrative Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with professionalism and discretion.
Completes a broad variety of administrative tasks for the CEO including: proactively managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that are sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
Plans, coordinates and ensures the CEO’s schedule is followed and respected. Plays "gatekeeper" and "gateway" role, creating win-win situations for direct access to the CEO’s time and office.
Communicates directly, and on behalf of the CEO, with Executive Team members, relevant Boards of Directors, and employees, on matters related to CEO’s programmatic initiatives.
Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
Provides a bridge for smooth communication between the CEO's office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
Works closely and effectively with the CEO to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately.
Follows up on contacts made by the CEO and supports the cultivation of ongoing relationships.
Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
Coordinates and drives projects from ideation to execution. Develops plans, deadlines, and milestones to ensure progress.
Anticipates pitfalls as best as possible. Problem solves with pragmatism and resourcefulness. Exercises common sense in routine and non-routine situations, willingness to manage up as necessary and appropriate.
Collaborates with internal and external partners to ensure projects are completed in a timely manner.
Bachelor's degree preferred
Strong work tenure: 2-3 years of experience supporting Executives
Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat
Must have experience managing the schedule and contacts of a busy senior leader (i.e., Considers time zones, travel time, meeting location, etc…)
Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, company executives, peers, and external partners
Expert level written and verbal communication skills
Demonstrated proactive approaches to problem-solving with strong decision-making capability
Highly resourceful team-player, with the ability to also be extremely effective independently
Proven ability to handle confidential information with tact and discretion
Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment
Forward looking thinker, who proactively seeks opportunities and proposes solutions
Must be able sit and/or stand for long periods of time, and work on a computer for extended periods.
Ability to lift up to 25 lbs. regularly.
Must have a valid driver’s license.
Must be at least 21 years of age.