Sr. Executive Assistant to the CEO

About Packsize

Packsize is a leading automation company that enables more efficient and sustainable packaging process flows from packing to unboxing. We’re propelling our customers and the industry forward, always looking to innovate and improve. Because, to us, packaging is about much more than a box, it’s about delivering what’s right, for our customers, for their customers and our planet.

About the Role

The Senior Executive Assistant is a key liaison and representative of the Chief Executive Officer (“CEO”) and a critical member of the CEO’s administrative team. They will work closely with the CEO’s Chief of Staff and other members of the CEO’s team to ensure efficient operations and professional image of the CEO’s office. They exercise considerable discretion and sound judgment in managing information and dealing with matters of highly confidential and sensitive natures.

They are the primary team member to support the daily executive administrative duties of the CEO, including, but not limited to serving as an initial point of contact on administrative and operational matters with board members, executive leaders across the organization, industry contacts, community and government leaders. They work with the CEO on communications ensuring that vital messages are relayed and cascaded appropriately. will draft responses for correspondence. Be a trusted, solution-oriented, proactive collaborator

What you'll do

A Sr. Executive Administrative Assistant will use strong leadership and problem-solving skills to assist with the daily operation of the Company and will have the following responsibilities and essential duties:

Communication Liaison:

• Manage email communications for the CEO, including categorization based on level of importance, and drafting initial response in the “voice” of the CEO; use sound judgment to respond as appropriate or delegate to key executives as needed.
• Interface with other company executives and managers, board members, outside third parties, vendors, partners and customers executives to represent the views and requirements of the CEO.
• Serves as a subject matter expert, handles inquiries and develops action plans to address them, and assists with the preparation and dissemination of communications.
• Exercises judgment to reflect CEO's style and align with company policy when answering or returning phone calls/emails, as appropriate, when the CEO is unavailable.
• Review and process confidential and sensitive information in support of administrative activities.
• Assess level of priority in determining urgency for delegations, meetings and where the CEO spends their time.
• Function as a "barometer," having a sense for the operational issues taking place in the environment and keeping the CEO updated, as appropriate.
• Support the CEO by preparing the initial drafts of communications, deliverables, and presentations; develop and draft PowerPoint slides and documents that represent the CEO’s position on topics, as required.
• Ensure vital messages are relayed and cascaded as appropriate.

Special Projects & Administration:

• Completes projects and assignments by establishing objectives, determining priorities, managing time, collaborating with others, problem solving, monitoring progress and being flexible.
• Coordinatie special projects, as directed.
• Assessing inquiries and concerns directed to the CEO’s office, determine course of action and delegate to appropriate person or unit to manage; convey directives and sensitive information to other senior executives, and staff;
• Research, coordinate, prepare and review a wide range of written materials for the CEO, including agendas, itineraries, presentations, correspondence, letters, email and memos.
• Review documents that require the CEO’s signature or response to ensure compliance with current administrative policy.

Calendar Management:

• Coordinate complex scheduling and extensive calendar management.
• Prioritize meeting requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.
• Keep the executives aware of upcoming commitments and key business calendar appointments.
• Oversee scheduling of all CEO appointments and coordinate meetings and engagements for the CEO’s extensive calendar;
• Compile, prepare and organize daily materials needed to facilitate the efficient and effective use of the CEO’s time;

Meeting Coordination and Management:

• Manage the CEO’s schedule, schedule meetings and any associated travel, as well as an array of other associated administrative tasks, including: the coordination with other’s calendars, generate correspondence, maintain copies and electronic files, as well as securing meeting facilities and taking and distributing meeting minutes.
• Coordinate quarterly Board of Directors Meetings, executive staff and off-site meetings, and other meetings, taking and distributing meeting minutes and/or general note taking, as requested
• Offer ideas/recommendations/insights to create the most collaborative and engaging experiences.
• On-site logistical support for Board of Directors and Board Committee meetings in partnership with the Executive Assistant to the Board Chairperson.
• Assist the CEO in promoting and coordinating Enterprise-wide activities.
• Anticipate the needs of the CEO in advance of meetings, conferences, etc.
• Prepare conference rooms for in-person meetings - includes set-up and clean-up of conference rooms.
• Plans, coordinates and keeps the contents of a meeting focused.

Travel and Financial Management:

• Make and manage business travel arrangements and logistics.
• Timely submission of expense reports for processing/reimbursement of all expenses for the CEO.
• Oversee CEO financial expenditures in accordance with budget, including travel and other expenses, etc.
• Provide administrative and clerical support during annual budget cycles.

What you'll bring

• Proactive problem solver with meticulous attention to detail.
• Exceptional verbal and written communication skills including the ability to speak and write in a succinct and positive manner; write routine reports and correspondence, using the “voice” of the CEO, speak effectively before large groups or employees.
• Superb professionalism as a representative CEO and the ability to interact with Board members, family members and external stakeholders with respect and credibility.
• Strong interpersonal skills and the ability to build relationships with stakeholders, team members, board members, and clients and can maintain confidentiality and act with discretion.
• Ability to diffuse work conflict by using strong interpersonal skills without needing to bring it to the attention of the executive leader.
• Work well independently, recognizing workload demands and prioritizing them appropriately; must also be flexible to accommodate rapidly changing priorities.
• Demonstrated advanced level mastery in Google Office Suite (Gmail, Documents, Drive, Sheets, Slides), Slack and virtual platforms such as Zoom.
• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
• Exceptional organizational skills and the ability to complete large volumes of work accurately.
• Ability to look ahead and anticipate problems, how to resolve them and then solves them.
• Self-starter who takes initiative to start projects, work unsupervised, complete tasks independently, effectively address roadblocks, and address issues before they become problems.

Education and Experience:

• Bachelor’s Degree in business related field.
• 10 years’ experience in an administrative role supporting a C-level Executive.
• 4 years’ working with or supporting a member of the Board of Directors.
• Prior manufacturing or high-tech background, preferred.

Physical Demands and Working Conditions:

• Role requires the individual to sit at a desk for extended periods working on a computer and desk monitor throughout the day.
• Frequently required to use their hands to finger, handle, or feel.
• Occasionally required to stand; walk; reach with hands and arms; balance and stoop, kneel, or crouch.
• Must occasionally lift and/or move up to 25 pounds.
• Must work well in an office environment.
• May travel, occasionally, as needed.

Packsize is an Equal Opportunity employer and is committed to diversity in its workforce. In compliance with applicable federal and state laws, Packsize policy of equal employment opportunity prohibits discrimination on the basis of race or ethnicity, religion, color, national origin, sex, age, sexual orientation, gender identity/expression, veteran’s status, status as a qualified person with a disability, or genetic information. Individuals from historically underrepresented groups, such as minorities, women, qualified persons with disabilities and protected veterans are strongly encouraged to apply. Reasonable accommodations in the application process will be provided to qualified individuals with disabilities.