Position Overview:

We are seeking a highly organized, proactive, and adaptable Executive Assistant to provide daily high-level support to the CEO. The ideal candidate will have a keen understanding of the unique needs and working style of a fast pace executive, ensuring smooth day-to-day operations and effective communication. highest level of confidentiality and discretion.

Responsibilities

• Calendar Management and Meeting Coordination: Organize and update CEO’s calendars daily, weekly, and monthly, ensuring the CEO is informed, prepared, and punctual for all commitments.

Provide notes and background information before every meeting
Coordinate, schedule, prepare for, and follow up on meetings, ensuring the CEO has all necessary materials and information.

• Email Inbox management: Manage multiple inboxes

Reply to emails promptly on behalf of the CEO, unless it requires approval, and follow up on priority emails as necessary.
Notify the CEO of any urgent emails and tasks that need immediate attention.

• Communication: Act as a liaison between the CEO and internal/external stakeholders, ensuring timely and clear communication.

Serve as a point of contact for the CEO. Work with other executives and their assistants on matters related to the CEO.
Responsible for internal and external written communication on behalf of the CEO.

• Resolves administrative problems by coordinating preparation of reports, analyzing data, and identifying solutions.
• Document Preparation: Draft, edit, and format Word documents, Excel, PowerPoint presentations, agendas, reports, special projects and other documents in support of objectives for the organization.
• Renew CEO’s memberships and ensure all requirements needed are met (e.g. Bar Associations membership and keep track of CLE’s requirements.
• Task Management: Assist the CEO in breaking down tasks into actionable steps, setting reminders, and ensuring follow-through.

Conserve the CEO’s time by reading, researching, collecting, and analyzing information as needed, in advance.
Ensure day to day matters are attended by reminding the executive of meetings, daily appointments and tasks to be completed.

• Time Management and Tasks Support: Understand and anticipate the unique needs of a busy and fast pace executive, offering support and strategies to optimize productivity and focus.
• Travel Arrangements: Plan and coordinate travel itineraries, including flights, accommodations, and local transportation

Work with travel agencies, airlines and hotels, to provide them upcoming travel details and ensure things are booked and ready

• Special Projects: Take on ad-hoc projects as directed by the CEO.
• Confidentiality: Handle very sensitive information with the maximum discretion and maintain confidentiality at all times.
• Other duties as assigned by the Executive.

Personal

• Act as the point of contact for personal matters
• Arrange personal travel and personal reservations
• Coordinate with building management, housekeeper, home contractors, and vendors

Requirements and skills:

• Use discretion, confidentiality, and good judgment to handle C-Level matters.
• Ability to think outside of the box with a sense of urgency.
• Excellent communication and time management skills; proven ability to meet deadlines.
• Ability to function well in a high-paced environment
• Business sense - has a strong business sense and can decipher priorities and make sound judgment calls when needed.
• Commitment to excellence - perform duties at the highest level possible on a consistent basis.
• Demonstrate ability and temperament to work with sensitive information.
• Team player - have team-oriented experience and approach.
• Service focus - dedicated to meeting the expectations of the CEO
• Flexible schedule and availability on weekends and after hours
• Able to travel domestically and internationally, as needed, at times on a short notice.

Job Type:Full-time
Benefits: Health Insurance, Dental Vision, 401(k), Paid Time Off, Parking
Location: In-Office Position
Schedule: Flexible hours, able to work on weekends.