Executive Assistant to the CEO

Executive Administrative Assistant to the CEO

The Executive Assistant's responsibilities include managing calendars, making travel arrangements, providing high-level support by conducting research, preparing statistical reports, handling information requests, preparing correspondence, arranging conference calls, scheduling meetings, and coordinating team events.

Job Duties:

• Manage and maintain the CEO’s calendars and schedule appointments.
• Prepare correspondence, update spreadsheet and database, and create powerful PowerPoint presentations.
• Compose and prepare confidential correspondence, reports, and other complex documents.
• Screen and sort incoming correspondence to determine their significance and plan their distribution as needed.
• Make domestic and international travel arrangements and prepare itineraries; compile documents for travel-related requirements.
• Reconcile travel expenses and corporate credit card account(s).
• Prepare agendas, notices, minutes, and resolutions for meetings.
• Organize programs, events, meetings, or conferences by arranging facilities and caterers, issuing information or invitations, coordinating speakers, and event budgets.
• Maintain confidentiality of all corporate, personnel, and research matters.
• File and retrieve corporate documents, records, and reports.
• Maintain various database and spreadsheet files as directed.
• Perform these and other duties as assigned appropriate management personnel.

Competencies:

• Problem-solving – the ability to identify and resolve problems promptly, gather and analyze information skillfully, and maintain confidentiality.
• Interpersonal skills – the ability to remain open to others’ ideas and exhibit a willingness to accept new changes or try new things.
• Verbal communication – speaking clearly and effectively and demonstrating group presentation skills.
• Written communication – the ability to communicate in writing professionally, clearly, and concisely.
• Accuracy – the ability to perform work accurately and thoroughly and monitor own work to ensure quality.
• Accountability – the ability to accept responsibility and account for their actions.
• Reliability – the ability to be dependable and trustworthy.
• Time Management – the ability to prioritize and utilize the time available to organize and complete work within given deadlines.
• Working under pressure – the ability to complete assigned tasks under stressful situations.

Qualifications:

• Associate Degree; Bachelor’s Degree preferred.
• Expert-level competency in MS Office computer applications (Word, Excel, Outlook, Access, PowerPoint, etc.).
• 5 years’ related executive administrative experience with professional business acumen.
• Ability to multi-task and meet deadlines.
• Must be available for occasional after-hours support.
• Ability to think outside of the box with a sense of urgency.
• Strong interpersonal, verbal, and written communication skills.
• Strong organizational skills and the ability to pay attention to detail (detail-oriented).

Physical Requirements:

The physical demands described here represent those that an employee must meet to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

While performing the duties of this job, the employee is regularly required to sit, speak, hear, and comprehend. The employee is required to stand, walk; use hands to finger, handle or feel; and reach with hands and arms daily. The employee must be able to lift to 25 pounds regularly. Specific vision abilities required by this job include the ability to adjust focus.

Work Environment:

The work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

While performing the duties of this job, the employee is primarily in an indoor setting but may be exposed to variable temperature conditions indoors and outside (occasionally extreme heat or extreme cold). The employee is occasionally exposed to moving mechanical parts, toxic or caustic chemicals, and dust and/or mite hazards. The employee must be prepared to respond to emergencies should they occur. The noise level in the environment is usually moderate.