Executive Assistant

Job Description

Executive Assistant

Job Summary:

The Executive Assistant will serve as one of the point persons for the CEO, as well as the Executive Team. This position requires close coordination and communication with both the CEO and key leadership members. In addition, this individual is required to work successfully with representatives from various customers, vendors and community representatives with respect to the diverse populations and cultures it serves and seeks to service. The ideal person will be able to successfully manage multiple projects simultaneously. The Executive Assistant will also provide immediate support to the CEO, including but not limited to handling all scheduling, travel logistics, meeting preparation, and meeting follow up, as well as providing appropriate team support when needed.

CORE DUTIES AND RESPONSIBILITIES:

• Under direct supervision of the CEO the Executive Assistant works independently to provide effective administrative support.
• This position will report directly to the CEO
• Provides administrative support to the CEO to ensure effective and efficient operations, relieving CEO of routine matters through appropriate independent action
• Serve as a Project Manager for various projects assigned by the CEO
• Participate in and attend meetings as necessary and/or serve as a key representative when appointed
• Prepare the daily schedule for the CEO
• Prepare detailed itineraries, including important numbers, locations and contact names
• Support corporate speaking opportunities by assisting with the development of presentation materials and media packages.
• Make reservations for the CEO air travel, ground transportation, and lodging
• Submit vouchers for travel and expense reimbursement
• Schedule all meetings involving the CEO
• Brief the CEO on all scheduling activities and requests from internal and external audiences
• Review the CEO's email
• Monitor incoming telephone calls, takes messages, and returns calls as requested
• Place outgoing calls and maintains a record of calls
• Maintain files, including notes, correspondence, and all information relating to travel
• Organize documentation and materials for the CEO
• Accept performance-based criticism and direction
• Meet attendance requirements as established by the CEO
• Work a flexible schedule, including long hours, nights and weekends
• Able to travel with the CEO on trips both foreign and domestic
• This role will operate as key administrative support to the President and CEO, functioning partially as an Executive/Personal Assistant and duties will progressively enhance overtime This job description is not an all-inclusive list of functions and tasks; Job functions may be added, deleted, or modified without prior verbal or written notification

MINIMUM EDUCATION:

Associate's degree in Applied Business, with an emphasis in office administration coursework

YEARS OF EXPERIENCE:

5-7years of experience in supporting C-level executives; Alternatively, 5-8 years of related work experience

SKILLS:

• Ability to deal with confidential and sensitive matters in a professional manner
• Present a professional image and high level of ethics, integrity, discretion and confidentiality in all dealings
• Ability to receive criticism
• Ability to exercise discretion and independent judgement with respect to prioritization of and recommendation of appointments
• Has an understanding and motivation for the importance of managing multiple competing priorities
• Poise and calm under pressure, and the ability to integrate seamlessly in communication flows are all paramount
• Ability to integrate within a diverse team and exhibit exceptional collaborative skills
• Thorough knowledge of office administration, policies, practices, and procedures
• Proficient in Word Processing and Microsoft Office Suite
• Experience with Social Media Platforms
• Exemplary verbal and written communication skills
• Temperament to communicate with a variety of personalities in a tactful, pleasant and professional manner
• Thoroughness and careful attention to detail
• Creative thinking skills and a strong commitment to social service
• Strong telephone etiquette
• Effective organizational and filing skills
• Types 60+ words per minute
• Thorough knowledge of office equipment and machines