Job Description
Overview
The Executive Assistant to the President & Chief Executive Officer provides comprehensive administrative and strategic support while ensuring efficiency of the organization’s mission, vision, and values. Responsibilities will include a broad range of scheduling, streamlining communication, anticipation of needs, tasks and solving challenges. The Executive Assistant acts as a trusted partner, ambassador and extension of the President & CEO, providing utmost professionalism, confidentiality and customer service both internally and externally.
Qualifications
Education & Experience
- Bachelor’s degree or commensurate education and experience
- Minimum five (5) years of proven experience as an Executive Assistant or similar role supporting senior executive(s)
Skills
- Demonstrated ability to manage complex calendars, prioritize tasks and coordinate various travel arrangements; event planning experience a plus
- Proven ability to maintain strict confidentiality while managing access to privileged information and adhering to company policies and legal requirements
- Experience in project management and proficient in using productivity and collaboration tools and software
- High level experience with Microsoft Office Suite and Adobe Acrobat
- Research and analysis background and experience a plus
- Excellent spelling and grammar skills
- Ability to work weekend and evening remote hours as required, especially for travel and scheduling needs
Special Requirements
- High degree of professionalism and must be able to ensure sensitive issues are managed with care and integrity
- Exceptional leadership, communication, and collaboration skills
- Detail oriented and high level of accuracy
- Ability to be nimble, flexible and handle change
- Results oriented and solution focused
- High degree of accountability and ownership
- Excellent organizational and time management skills including ability to multitask, prioritize and meet changing deadlines
- Positive attitude and team player
- Excellent internal and external customer service skills
Essential Qualities
- Organizational Expertise : Manage complex schedules, prioritize tasks efficiently, and maintain readily accessible information for quick decision-making.
- Tech Savviness : Strong grasp of office productivity tools and the ability to learn new software quickly.
- Calm Under Pressure : Maintain composure in high-stress situations, effectively handling urgent and unforeseen challenges.
- Ambassadorship : Represent the President & CEO and the organization professionally, embodying their goals, values and mission in all interactions.
- Trustworthiness : Handle sensitive and confidential information with the utmost discretion and integrity.
- Excellent Communication Skills : Serve as a spokesperson for the President & CEO, building relationships with internal and external stakeholders through empathy and emotional intelligence.
- Proactive Problem Solving : Anticipate needs, identify potential challenges, and implement solutions before issues arise.
- Quick Thinking : Make sound, autonomous decisions in high-pressure situations.
- Negotiation Skills : Secure optimal outcomes with vendors, service providers and other stakeholders.
- Project Management Experience : Organize and execute events, meeting and team-building activities.
- Analytical Thinking : Evaluate complex situations and make informed decisions.
- Leadership & Team Collaboration : Act as a liaison between executives and team members.
- Adaptability : Embrace change and maintain flexibility in an ever-evolving work environment.
- Commitment to Learning : Demonstrated interest in professional development.
Responsibilities
- Provides administrative support, including email and telephone coverage, scheduling, calendar management, contact management, travel coordination, and necessary communications internally and externally.
- Prepares, mails, or delivers correspondence including email, letters, memos, forms, policies, procedures, and confidential information.
- Maintain office supply inventory including refreshments for CEO.
- Manage CEO contact database from entry to cleanup.
- Manage all CEO conference and/or virtual calls.
- Coordinate travel (air and hotel) for out of town guests.
- Create monthly anniversary notes from CEO to employees.
- Draft memos to hotel general managers regarding monthly action items.
- Manage CEO expense reports and approve expense reports for CEO direct reports.
- Maintain bio packages and order OM packages as needed or requested.
- Maintain the company’s and CEO’s memberships and subscriptions database.
- Liaison between IT and CEO for company equipment.
- Manage CEO’s email inbox to assist CEO with organization and time effectiveness.
- Coordinate all travel for CEO (flights, cars, car service, hotels, etc.); including international travel coordination.
- Maintain corporate tickets and entertainment accounts.
- Manage corporate and hotel art database / didactics / shipping / installation / invoices.
- Coordinate art insurance with appropriate team members.
- Maintain professional relationships with CEO’s contacts both personal and professional.
- Assist on development RFP packages as necessary.
- Coordinate document signing/notarizing as requested.
- Open CEO office each day and ensure readiness.
- Liaison between CEO and Executive Team; assist team as requested.
- Help to maintain and add to Juniper database.
- Complete corporate projects as requested by CEO.
- Assist other team members on annual meeting and grand opening of hotels or other projects.
- Assist with planning or preparation of corporate or Foundation events as requested.
- Participate on internal committees as requested or needed.
- Provide personal assistance for CEO’s appointments.
- Provide scheduling and travel coordination for CEO and family for personal trips.
- Liaison for cell phone and other IT needs for CEO/Family.
- Other duties as assigned.
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Job Tags
Immediate start, Remote job, Flexible hours, Weekend work, Afternoon shift,