Executive Assistant

Position Summary

The Executive Assistant provides confidential administrative support to the Chief Executive Officer. This role is critical to ensuring that the CEO is able to work efficiently, and that Clarity’s leadership team has the access and information it needs to meet established goals. The Executive Assistant will possess excellent interpersonal skills and the ability to handle confidential matters with discretion.

Essential Functions

• Manage, organize and maintain the CEO’s calendar, prioritizing critical business needs and scheduling meetings or appointments based on urgency and business importance. Ability to maneuver participants’ availability and challenging schedule conflicts with little to no impact on the CEO directly
• Maintain the CEO email inbox, respond to messages, inquiries, and staff members in a timely manner with a sense of urgency and resolution. Keep the CEO consistently updated of necessary actions
• As the primary point of contact to the CEO, prioritize and determine appropriate responses, coordination of requests and execution of duties with keen adherence to the CEO’s communication and management style
• Attend high level meetings and document agenda and minutes, distribute informative and clearly defined MOM’s including action items, owners, and timelines to all participants
• Maintain files of all corporate documents, records, and reports. Retrieve any such documents as necessary
• Serve as liaison between the CEO and attorneys on all legal matters handled by the CEO:
• Maintain confidential files of all legal documents
• Retrieve and provide all documentation requested by attorneys
• Ensure that all information requests from attorneys are logged and fulfilled
• Ensure that any deadlines established by attorneys (e.g., to have a document notarized by a specific date) are met
• Review billing statements from attorneys to ensure accuracy
• Coordinate projects assigned by the CEO
• Meet with stakeholders to take detailed notes and clarify specific requirements of each project
• Establish and execute a project communication plan
• Track project execution to monitor adherence to budget, schedule, and scope
• Prepare project status reports by collecting, analyzing, and summarizing information and trends
• Prepare for meetings with investors, attorneys, affiliates, and other guests
• Ensure that visitors have clear directions for getting to the office and parking
• Provide the CEO and participants with an agenda including all information, reports, or files necessary to conduct the meeting
• When applicable, ensure that guests are provided with meals and/or beverages
• Prepare presentations if required for executives, or meeting participants
• Responsible for all international and domestic travel arrangements for the CEO (and family) including flights, hotel accommodation, and transportation services
• Provide support to the CEO in regard to personal errands, shipments, pick-ups, deliveries, event coordination, company or personal gift orders, etc

Required Competencies

• Bachelor’s degree, preferable in business administration
• Minimum 5 years’ experience in an equivalent role – supporting a C-Level executive or business owner
• Proactive mindset, ability to identify, mitigate, and resolve issues independently
• Demonstrated experience with complex responsibilities and timely management of duties
• Self – Starter with high initiative and minimal supervision or direction to complete tasks
• Superior communication skills both written and verbal
• Expertise in using all Microsoft Office suite programs
• Ability to juggle multiple tasks and priorities
• Excellent time management
• Excellent attention to detail and follow-up
• Ability to maintain a high level of discretion and confidentiality

Behavioral Competencies

• Integrity — Job requires being honest and ethical and maintaining confidentiality.
• Dependability — Job requires being reliable, responsible, and dependable in fulfilling obligations
• Cooperation — Job requires being pleasant with others on the job and displaying a good-natured, cooperative attitude
• Ability to actively look for ways to help

Position/Work Environment

The position is full time in office. Office hours are generally Monday through Friday, with 8-hour shifts. Thoughnot routine, weekend hours may be required as needed

Travel

This position may require a low level of travel

Other Duties

The Executive Assistant may be asked to assume other duties not listed in this job description as business needs demand