Executive Assistant to CEO

Overview: The Executive Assistant is the senior official who supports the President and Chief Executive Officer (PCEO). The position requires the incumbent to exercise sound independent judgment and discretion in performing executive and board-level responsibilities, and to meet strict standards of confidentiality and trustworthiness in a fast-paced environment.

Duties and responsibilities include, but are not limited to:

Administrative Support

Schedule, coordinate, and/or ensure administrative and logistical support for executive meetings, staff meetings, outside events, and assist with company social events, including, but not limited to, reserving conference rooms, site selection, ordering audiovisual equipment, ordering food, taking meeting minutes, etc.

Organize and manage the PCEO's calendar to track and schedule business and personal matters.

Assist with the daily time management schedule for PCEO, ensuring PCEO is punctual for daily meetings, anticipating any conflicts, issues, and rescheduling appropriately. Confirming and coordinating appointments and logistics.

Primary gatekeeper and personal liaison for PCEO.

Receive and screen incoming telephone calls for the PCEO. Directs calls to other personnel or replies to inquiries without referring to the supervisor.

Draft correspondence (emails, letters, etc.)

Review applications, contracts, and other documents with PCEO.

Manage contract filing system.

Conduct and prepare research that the PCEO may require.

Ability to quickly assess any given situation and manage it with a professional and skilled response.

Transportation Support

Manage travel arrangements for PCEO and Executive Team and others as necessary (flights, accommodations, and ground transportation).

Occasionally traveling off-site and providing transportation for the PCEO to meetings and events.

Run errands to perform shopping requirements as needed.

Financial Support

Reports financial transaction concerns to the Chief Financial Officer (CFO) and Administration.

Reconcile the PCEO company credit card account in a timely manner to ensure on-time payment. Report concerns about credit card transactions to the CFO.

Prepare and process expense reports via the expense management system; Track credit card receipts and reconcile monthly for PCEO

Board of Directors Support

Work with Board officers, committee chairs, and members to arrange meetings as needed, including logistical support such as reserving meeting locations, ensuring the good working order of applicable technology, etc.

Prepare and transcribe Board and committee meeting materials, including draft agenda, meeting minutes, and other materials as needed.

Ensure responses are received from intended meeting attendees, including obtaining written proxies as needed.

Serve as primary support to collect answers to Board inquiries from relevant staff, and conduct other duties as requested.

Qualifications

Education: A bachelor's degree from an accredited college or university is required.

Experience: A minimum of three (3) years of professional experience in an executive assistant/support position. Prior experience supporting multiple executives and board members is a plus.

Specialized Knowledge: A self-starter who can work independently while carrying out numerous assignments. Excellent oral and written communication skills, including a strong sense of grammar, punctuation, and written communication style guidelines. Strong organization, problem-solving, and computer skills, including Microsoft Word, Excel, PowerPoint, Project, and Internet proficiency required. Excellent judgment and the ability to handle confidential work tactfully and discreetly.

Core Competencies: Accountability, communication skills, ethics/integrity, customer care, job knowledge, technical skills. Strong organizational skills and ability to multitask. Capable of anticipating the needs of PCEO. Remain flexible and calm when handling high-stress situations involving conflicts and projects.

Availability: Occasional availability for evening and weekend work.

Travel: Must be willing and able to provide transportation for the PCEO. Travel overnight (up to 10%).

If sighted, a current driver's license and insurance are required.

Ability to work with people who are blind and/or disabled.