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Executive Assistant to the CEO

Portland, ME | Full Time
18 Days Ago

Job Description

Are you ready to work at a company that has won Best Places to Work ten years running? Do you have drive, talent, and enjoy working in a fast-paced environment alongside amazing people? MPX is a growing, technology-driven fulfillment and critical communications company based in Portland, Maine. We are currently seeking an Executive Assistant to our CEO.

Our customers rely on us to deliver their mission critical communications. Critical documents and materials need to be accurate and on time, every time. MPX's full range of services means we can offer a custom solution to tie it all together. We focus on the details so customers can do what they do best. At MPX, customer experience is behind everything we do.

Reporting directly to the CEO, the Executive Assistant provides executive support in a one-on-one working relationship. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the CEO. The Executive Assistant also serves as a liaison to the senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects. The Executive Assistant must be creative and enjoy working within a small, entrepreneurial environment that is fast paced (sense of urgency) 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 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 discretion.

Roles and Responsibilities

Executive Support

  • Completes a broad variety of administrative tasks for the CEO including: managing an extremely active calendar of appointments; completing expense reports;
    composing and preparing correspondence that is 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. Provides "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 Board members, staff, and others, on matters related to CEO's 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. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the President updated.

  • Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the President, some of which may have organizational impact.

  • Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the CEO's ability to effectively lead the company.

  • Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.

Senior Management Liaison

  • Participates as an adjunct member of the Executive Team including assisting in scheduling meetings and attending all meetings

  • Assists in coordinating the agenda of senior management team meetings and off-sites, and all- staff meetings

  • Facilitates cross-divisional coordination of travel and outreach plans

Communications, Partnerships, and Outreach

  • Ensures that the CEO's bio is kept updated and responds to requests for materials regarding the CEO and the organization in general

  • Edits and completes first drafts for written communications to external stake holders

  • Supports CEO with key vendor relationships

Strategic Initiatives

  • Works with the Strategic Initiatives team in coordinating the CEO's outreach activities

  • Follows up on contacts made by the CEO and supports the cultivation of ongoing

    relationships

Qualifications

  • 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, board members, external partners and donors

  • Expert level written and verbal communication skills

  • Demonstrated proactive approaches to problem-solving with strong decision-making capability

  • Emotional maturity

  • Highly resourceful team-player, with the ability to also be extremely effective independently

  • Proven ability to handle confidential information with discretion, be adaptable to various

    competing demands, and demonstrate the highest level of customer/client service and response

  • Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment

  • Forward looking thinker, who actively seeks opportunities and proposes solutions

Education and Experience Requirements

  • Bachelor's degree required

  • Strong work tenure: five to 10 years of experience supporting C-Level Executives, preferably in an entrepreneurial environment

  • Experience and interest in internal and external communications, partnership development, and

    fundraising

  • Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms.


Skills for Executive Assistant to the CEO

The job skills required for Executive Assistant to the CEO include Scheduling, Microsoft Office, Leadership, Initiative, Written Communication,and Problem Solving etc. Having related job skills and expertise will give you an advantage when applying to be an Executive Assistant to the CEO. That makes you unique and can impact how much salary you can get paid. Below are job openings related to skills required by Executive Assistant to the CEO. Select any job title you are interested in and start to search job requirements.

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Career Path for Executive Assistant to the CEO

The following is the career advancement route for Executive Assistant to the CEO positions, which can be used as a reference in future career path planning. As an Executive Assistant to the CEO, it can be promoted into senior positions as an Executive Assistant IV that are expected to handle more key tasks, people in this role will get a higher salary paid than an ordinary Executive Assistant to the CEO. You can explore the career advancement for an Executive Assistant to the CEO below and select your interested title to get hiring information.

How to Become an Executive Assistant CEO

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