Administrative Assistant

The Administrative Assistant / Executive Support is responsible for direct support to the CEO for all business, administrative, office, and personal duties. The Senior Administrative Assistant / Executive Support will also perform as a functional support resource to fellow Executive members onsite pertaining to office / clerical needs, and suite maintenance, ensuring the office runs smoothly and efficiently.

Essential Functions:

Assistant to CEO functions:

Maintain the CEO’s schedule and calendar, both business and personal.

Schedule appointments and meetings as requested.

Notify the appropriate people of meetings, advise in a timely manner any changes.

Maintain Zoom and Teams accounts, schedule meetings on such platforms.

Manage meeting requests from Clarity management staff and external parties

Serve as liaison between CEO, attorneys and/or external business partnerships on all matters handled by the CEO.

Maintain confidential files of all documents.

Assist with entity structure acquisitions and set-up document gathering.

Retrieve and provide all documentation requested by attorneys.

Ensure that all information requests from attorneys are logged and fulfilled.

Ensure that any deadlines established (e.g., to have a document signed or notarized by a specific date) are met.

Prepare for visits by investors, attorneys, partners, affiliates, and other guests.

Ensure that visitors have clear directions for getting to the office and parking.

Ensure that the CEO has all information and/or files necessary to conduct the meeting.

If appropriate, ensure that guests are provided with meals and/or beverages.

Ensure that guests are given sufficient validation to cover parking or, if guests are not driving, that transportation is arranged.

Coordinate all CEO (and family) travel arrangements and car service required to and from airport/hotels and office.

Personal Assistance functions:

Deliver documents/packages to FedEx, personal residence, or other specified location

Collaborate on projects with external service providers and vendors

Coordinate logistics of moves (housing or office)

Administer all personal documents, filings, mailings, and requests as needed

Willingness to pick up personal items from local stores, or other office locations

Incidental errands as needed

Administrative Duties:

Coordinate and Moderate meetings as needed including minutes of meetings and summary distributions to relevant stakeholders.

Oversee the scheduling, maintenance, coordination, and upkeep of the office suite, ensuring a safe and productive work environment

Periodically assist with reports, emails, and other documents using MS office applications

Required Competencies

Bachelor’s degree in business administration or equivalent years of experience

Minimum 5 years’ experience in an equivalent role – supporting executives

Proactive mindset, ability to identify, mitigate, and resolve issues independently

Demonstrated experience with complex responsibilities and timely management of duties

Self – Starter with high initiative and minimal supervision or direction to complete tasks

Superior communication skills both written and verbal

Experienced in using all Microsoft Office suite programs

Ability to juggle multiple tasks and priorities

Excellent time management

Excellent attention to detail and follow-up

Ability to maintain a high level of discretion and confidentiality

Behavioral Competencies

Integrity — Job requires being honest and ethical and maintaining confidentiality.

Dependability — Job requires being reliable, responsible, and dependable in fulfilling obligations.

Cooperation — Job requires being pleasant with others on the job and displaying a good-natured, cooperative attitude.

Work Environment

The Senior Administrative Assistant / Executive Support works in an office environment utilizing computers and telephones. Occasionally the role may allow or require remote capacity.

Physical Demands

The position requires sitting for extended periods of time, may require bending, standing, walking, climbing, and lifting (nor more than 20lbs)

Position Type

The position is full-time. Office hours are Monday through Friday, 8-hour shifts/flexibility in start and end time.

Travel

This position may require a low level of travel.

Other Duties

The Administrative Assistant / Executive Support may be asked to assume other duties not listed in this job description