Executive Assistant – Bethpage Oswego

We are seeking a highly organized and proactive Executive Assistant / Chief of Staff to support Primarily the President. The ideal candidate will be a strategic thinker with exceptional communication skills and the ability to manage multiple priorities effectively.

OVERVIEW

Experienced Executive Assistant / Chief of Staff sought to assist business owner / entrepreneur with various tasks in a $25M operation. Daily responsibilities include interacting directly with President and direct reports in the three companies being overseen. Success requires accuracy, loyalty, creativity, effective problem solving, skill in tracking a large quantity of initiatives and their progress, ability to multi-task well, excellent people skills, a positive and “can-do” attitude, assertiveness, courage and possessing outstanding organizational skills. Much of the position is managing information through a relational database, one-on-one conversations on phone or in-person, research, analysis, reporting back, and discussing strategic or confidential matters with the President. Significant time is spent checking on delegated tasks for progress or removing obstacles. Also, you will at times retain select projects for yourself and see them through to completion. Interaction and assisting with onboarding employees will also be a part of this role.

DUTIES include some or all of the following:

Serves as the key (but not exclusive) point of contact between the executive team and internal/external stakeholders

Provide administrative support including filtering and managing emails, phone calls, and inquiries

Manage complex calendars, schedule meetings, and possibly coordinate travel arrangements

Uses organizational skills to manage select projects and initiatives on behalf of the President and executive team, retaining some projects to self-perform, and relying on other internal / external parties to accomplish the rest, monitoring those initiatives and tracking progress, ensuring deadlines are met.

Conduct research, prepare reports, and draft meeting agendas and other correspondence on behalf of the executive team

Helps the staff and their teams interpret, understand, and carry out the President's vision and strategic intent.

Helps the President and executive team prioritize projects and business impacts so that upper management is moving forward with only the most important work.

Exercises exceptional discretion with confidential information to keep the President apprised of what's going on in the organization. Provide some communications in the other direction as requested by the President.

Manages business rhythms such as recurring leadership meetings and governance processes on behalf of the President.

Provides analysis, recommendations, and options to the CEO regarding decisions to be made or problems to be solved.

Assist in developing and implementing organizational policies and procedures

Assist in the management process where plausible to ensure that good decisions are reached and that decisions are carried out properly.

Acts as proxy and information funnel, filter, and sometimes facilitator for the President and some executive staff, dealing proactively at times with issues before they reach the President’s desk, representing the President's point of view, and making decisions, as needed and as authorized, in the President’s absence.

Serves periodically as thought partner to the President/CEO, offering perspective to him or her direct reports that they might not see, uncovering or helping the team uncover new possibilities, and challenging ideas (respectfully and measuredly) before they are committed to action.

Manages risk by bridging interdepartmental gaps, by connecting the executive to what is really going on in the organization, by keeping shop while the executive is away.

Potentially manages a strategic planning and budgeting process for the executive’s organization (indeterminate as of right now).

Helps manage the executive’s communications, brand, and relationships in the organization.

REQUIREMENTS

Prior experience supporting a C-level executive is required. Excellent communication skills, both written and verbal, are a must, strong computer and technology skills, including Word and Excel and excellent proficiency with the rest of the Microsoft 365 suite. Knowledge of HR processes will be extremely useful. The right candidate will be able to follow instructions exactly, but also be able to think on his/her feet. Strong problem-solving skills with the ability to prioritize tasks effectively is necessary for us both to succeed together.

Prior experience and effectiveness in office management and coordinating projects is also a requirement. The position is anticipated to be full time salaried. The #1 goal is to support an executive as needed and assist him in his many too many roles! The right individual will be stable, educated, professional, and above reproach, with the highest integrity - personally and in business. Proficiency in calendar management and scheduling is important to help this chief executive succeed. This role may at times feel to you like being a like a "chief of staff" and executive assistant at the same time. I need someone I can trust and who has a stable life situation. Some errands driving your own presentable vehicle involved (mileage reimbursed). Work hours are generally in the window of 7am - 5pm, approximately 40 hours per week, with minimal evenings and / or weekends, maybe a few exceptions will be needed.

Must be able to pass a drug screen, including for marijuana, and background check. We are hoping for a clean-living positive thinking individual who has his/her act together and likes to work hard and smart.

DESIREABLE TRAITS AND SKILLS

Accomplishes all of the above by using a combination of soft skills, emotional intelligence, political savvy, exceptional tact and discretion with confidential information, a learning orientation, exceptional organizational abilities including high attention to detail, nimbleness and flexibility, the ability to connect the dots between seemingly disparate activities or teams in the organization, and potentially an element of coaching (if your experience warrants this.) You can potentially be somewhat of a thought partner to the chief executive.

NOTE: I am a capitalist and we highly value liberty here. I love this wonderful country. We proudly operate three for-profit corporations, enjoying a professional merit-based and highly productive work culture. We endeavor to hire and retain only the best workers. , and do not get sidetracked by passing cultural fads or destructive social pressures, separating people into classes, blaming others, being victims, etc. We each take responsibility for the quality of our own work, for our own circumstances…and for our own families. This is a healthy environment in which to work where everyone provides professional respects to each member of the team, but each is allowed to hold his/her own personal convictions (without being coerced to affirm those of others. (Again, we are focused on the work.)

HOW TO APPLY: Submit resume and cover letter via Indeed, ATTN: GM

Include references if you choose. They will be held in confidence and not contacted before interview / with your permission.

Job Types: Full-time, Part-time

Pay: $85,000.00 - $120,000.00 per year

Expected hours: 30 – 50 per week

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off

Schedule:

• 10 hour shift
• Monday to Friday
• On call
• Weekends as needed

Experience:

• Microsoft Excel: 5 years (Required)
• Microsoft Powerpoint: 2 years (Required)

Ability to Commute:

• Lake Oswego, OR 97035 (Required)

Ability to Relocate:

• Lake Oswego, OR 97035: Relocate with an employer provided relocation package (Required)

Work Location: In person