What are the responsibilities and job description for the Executive Assistant to the CEO position at Seriatim Inc.?
Executive Assistant to the CEO | Confidential | Rhode Island
We are seeking a highly organized and proactive Executive Assistant to support our
founder and CEO as she leads a growing team with an expanding national presence of a
professional services company. The ideal candidate thrives in a fast-paced, relationship-
driven environment, brings a calm and discreet approach to their work, and is passionate
about making a meaningful impact on core business processes and the executive's
quality of life. If you are a skilled communicator who loves bringing structure to
complexity, we'd love to hear from you.
P.S. Candidates should be comfortable around dogs!
Hybrid within 1hr drive of Westerly, RI (Providence or Newport, Rhode Island, or New London,
CT)
Hourly, 30 hrs/week, weekday schedule flexible between 8 - 6pm
Pay range: $20 - $30/hr
Responsibilities
- Manage CEO email and voicemail inboxes, as well as work and personal calendars with
a high degree of discretion and urgency
- Escalate client emails to project coordinator and/or CEO as needed
- Forward new client inquiries to sales team
- Maintain follow-up email cadence with contacts after CEO 1:1’s, meetings and
appearances, as well as general client and business relations follow up and personal
touches. Includes LinkedIn follow-up
- Manage essential CEO networking and business development efforts by
scheduling 1:1’s and/or any necessary follow-up with new contacts and
creating/keeping database records up to date
- Run weekly admin meetings, maintaining a standard agenda, CEO priorities and team
reporting
- Maintain collateral material inventory, ordering processes and history
- Manage CEO’s Media Planning calendar, including appearances, hosted events, and
conferences. Own execution and/or delegating execution to team members of start-to-
finish details for each event.
- Work with and delegate to appropriate team members to establish SOP’s for new
opportunities as they occur and keep existing SOP’s up to date
- Identify marketing assets as “leave behinds” for in-person appearances
- Manage external administrative vendor assignments and deliverables (i.e. marketing,
technology vendors)
- Maintain Administrative SOPs
- Maintain CEO’s networking group contacts within database, as well as company profile
information within networking groups’ listings
- Plan twice-yearly in-person team events (summer and winter)
- Maintain and keep up-to-date contacts in database; contact information, touchpoints,
contacts marked with incomplete information to find, and other details as assigned by
CEO
- Weekly in-person working days at the CEO’s home office, more as needed
- Monitor company insurance policy renewals
- Manage state registration details
- Manage CEO travel dates and arrangements
- Provide additional administrative and personal support as directed by the CEO
Skills
- Strong written communication skills
- Experience creating and maintaining a standard, shared priority list and communication
channels with CEO
- Performs well both independently and in a team environment
- Independent problem solver and out-of-the-box thinker
- Strong judgement in knowing when to act independently versus escalate to the CEO
- High level of organization and ability to perform under pressure to tight deadlines
- Ability to maintain confidentiality and trust with CEO
- Strong prioritization skills, especially when dealing with all aspects of a business
- Proficient in Google workspace, Microsoft suite, DocuSign and Canva
- Ability to communicate with high net worth clients and colleagues with professionalism,
warmth and discretion
- Familiarity with Google Gemini, Clay and other AI tools a plus
- Experience with Quickbase a plus
Requirements
- 5 years of experience as an assistant or in customer service
- Strong time management skills
- Adaptable working in a fast-paced environment with a small core team
- Bachelor’s degree or equivalent professional experience preferred
- Must have own transportation and/or ability to commute to CEO’s home office in
Westerly, RI on a weekly basis
Pay: $25.00 - $30.00 per hour
Work Location: Hybrid remote in Westerly, RI 02891
Salary : $20 - $30