The Executive Assistant supports our C-Level Executive team with administrative functions and operations. The ideal candidate will be experienced in Executive level support with a drive for taking on responsibilities to allow greater productivity for others. This individual will be proficient in providing high-level administrative support including scheduling travel, arranging conference calls, scheduling and preparing for meetings and generating correspondence‬.
Responsibilities will include, but are not limited to:
Executive Support to Co-CEO Team
• Maintain highest level of confidentiality and discretion regarding all matters.
• Schedule, maintain and communicate meetings, appointments, travel and appearances.
• Accurately maintain all meetings and appointments with necessary information on individual calendars.
• Communicate changes and priorities to all necessary parties promptly and accurately.
• Communicate with team and key stakeholders on a regular basis to review schedules and ensure all meetings and appointments are captured and accurate.
• Ensure all requested meetings have relevant and priority agendas.
• Organize and book all related reservations for meetings and appointments requiring domestic and/or international travel.
• Professionally represent the team via phone, email and in person with internal and external individuals.
• Promptly answer calls and respond to messages. Be the voice of team as needed.
• Manage expense reports and expense reimbursements.
Executive & Company Support
• Manage and communicate the company calendar, including regular communication with department heads to obtain and include all relevant information.
• Manage and communicate agendas for Executive, Management and Board meetings.
• Record and distribute Executive, Management and Board meeting minutes.
• Collect information and prepare presentations for Executive, Management and Board meetings.
• Collaborate with office support team and department heads in preparation for Executive, Management and Board meetings, including ordering and setting up equipment and or supplies as needed.
• Organize internal and offsite meetings scheduled by CEOs or Management team.
• Maintain appropriate files so they are available and organized if requested.
• Special projects as assigned.
Requirements: ‬‬‬‬
• Minimum 3-5 years in an Administrative or Executive Assistant role.
• Superb communication and interpersonal skills with ability to tailor communication to different audiences.
• Proven collaborator who can interface with multiple teams to reach a goal.
• Ability to maintain composure in a fast-paced environment.
• Ability to flex and adapt with ever-changing priorities.
• Superb organizational skills and attention to detail.
• Strong critical thinking skills to work through challenges and/or scheduling conflicts and identify the best solution.
• The ability to effectively prioritize tasks and multi-task efficiently.
• Proficiency in multiple calendar platforms including iCal, Google Calendar and Outlook.