Executive Assistant

Job Description

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