Job Description: Executive Assistant to the CEO

Full-Time

Locations: Montclair, New Jersey

Reports to: Chief Executive Officer

Epiphany Blue is a full-service event planning and management agency that produces innovative experiences and customer-focused solutions that educate, entertain, and empower audiences for organizations and communities worldwide. We harness our broad expertise and unparalleled commitment to excellent client service to bring their visions to life.

We are committed to providing our team with a creative, engaging, educational, and rewarding work environment. We welcome those passionate about providing engaging events for youth and adults, creativity, organization, and growth within an exceptional company to review the job description below and learn more about Epiphany Blue!

Who are we looking for?

We are seeking a highly skilled and dedicated Executive Assistant to provide comprehensive support to our CEO. The ideal candidate will have exceptional organizational abilities, excellent communication skills, and the ability to handle sensitive information with discretion. This role will be responsible for managing the CEO's schedule, coordinating meetings and travel, and assisting with various administrative tasks to ensure the CEO's effectiveness and productivity.

Responsibilities:

• Manage the CEO's complex calendar, including scheduling meetings, appointments, and travel arrangements.
• Coordinate and prepare materials for meetings, ensuring all necessary information is provided in a timely manner.
• Attend meetings with the CEO, take accurate minutes, and follow up on action items as necessary.
• Handle correspondence on behalf of the CEO, including drafting emails, letters, and other documents.
• Screen and prioritize incoming correspondence, calls, and emails, and handle them in a professional and timely manner.
• Conduct research and prepare reports or presentations for the CEO, providing valuable insights and recommendations.
• Manage confidential and sensitive information with utmost discretion and maintain a high level of professionalism.
• Anticipate the CEO's needs and proactively address them, demonstrating exceptional problem-solving skills.
• Collaborate with internal teams and external stakeholders to facilitate effective communication and coordination.
• Assist in coordinating and organizing company-wide events or special projects as needed.
• Prioritize and manage multiple tasks efficiently, ensuring deadlines are met and deliverables are of high quality.
• Assist with special projects and initiatives as assigned by the CEO, demonstrating adaptability and a solution-oriented mindset.
• Proactively identify opportunities for process improvement and implement efficient systems to enhance productivity.

Requirements:

• Bachelor's degree in business administration, communications, or a related field.
• Proven experience as an executive assistant or in a similar administrative role, preferably supporting senior-level executives.
• Exceptional organizational skills with the ability to manage multiple priorities and meet deadlines effectively.
• Strong written and verbal communication skills, with keen attention to detail.
• Discretion and integrity in handling sensitive information and maintaining confidentiality.
• Excellent problem-solving and decision-making abilities, with a proactive and adaptable approach.
• Outstanding interpersonal skills and the ability to build relationships at all levels.
• Knowledgable in venue sourcing and contract negotiation, and management skills.
• Excellent client and vendor service and management skills.
• Ability to quickly recognize or anticipate problem areas and quickly develop solutions.
• Flexible, self-motivated, energetic, and uses time productively and efficiently.
• Flexibility to adapt to changing priorities and work independently with minimal supervision.
• This position requires a can-do attitude, whatever it takes to get the job done.
• Efficient and organized, with the highest level of attention to detail.
• A vast understanding of time and project management software and skilled in the use of Google Workspace, Microsoft Office tools, video conferencing platforms, and MAC operating systems.
• Availability to work outside of regular business hours when necessary.
• Flexibility to accommodate occasional overtime or travel requirements.

Benefits

• Medical, Dental, and Vision Insurance
• Employer-matched 401(k)
• Paid Time-off

If you are a highly organized and detail-oriented professional seeking a challenging role as an Executive Assistant to the CEO, we would love to hear from you. Only shortlisted candidates will be contacted for an interview.

Epiphany Blue is an equal-opportunity employer.

www.EpiphanyBlue.com

Candidates will need a background check and fingerprinting conducted by the New York City Department of Education to be hired for this position.