Executive Assistant

We are looking for a high-integrity, intellectually curious, self-motivated, and hard-working individual with a positive attitude, to join our highly collaborative team. The successful candidate will possess the ability and temperament to develop collaborative cross-functional, interdepartmental, internal, and external relationships and evidence a deep understanding that these relationships are critical to the effectiveness of the role.

GENERAL PURPOSE OF JOB

Provide and lead dynamic administrative support to members of a public company’s C-Suite and serve as a liaison to internal & external parties with a high level of professionalism, confidentiality and discretion and in a manner that reflects positively on the executive team and the organization.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Executive Team Support

Manage matters for the executive team with a high level of confidentiality and discretion – especially sensitive decisions directly impacting the holistic operations of the company – using sound judgment and great follow-through skills to represent the company and the executives in a positive light.

Proactively assist in preparing for, arranging and managing quarterly Board and Committee meetings and calls.

Display excellent communication and time management skills; proven ability to meet deadlines and effectively communicate internally and externally on behalf of executives.

Engage daily in professional and collaborative interactions with associates at all levels in the company while diplomatically maintaining confidentiality and discretion.

Identify ways to build efficiency and conserve executives’ time through reading, conducting research, collecting, analyzing and summarizing information as needed.

Prepare Word, Excel, PowerPoint presentations, agendas, reports, special projects and other documents in support of objectives for the organization.

Manage executive calendars and contacts (as requested), coordinating all events and meetings and thoughtfully resolving scheduling issues with initiative, professionalism and discretion.

Maintain a calendar of company meetings and events.

Manage individual, team and company-wide events and meetings.

Arrange travel, manage expense reports and conduct meeting prep for the executive team.

Ability to adapt to changing development priorities and requests.

Be driven to identify and perform additional duties through initiative (and as assigned).

Demonstrate exceptional attention to detail and operate with a “5-star” customer service mindset.

Board of Directors Support

Professionally and effectively interface with the Board of Directors, investors and other stakeholders to arrange all business travel as needed.

Reconcile and process expense reimbursements.

Provide admin support to the Board of Directors in connection with board and committee meetings and other board objectives (e.g. answering calls, emails, providing admin support, coordinating technological assistance, handling breakfast, lunches, coffee, water, snacks, etc.)

Plan, coordinate and manage board dinners, menus, seating charts, and transportation.

Foster ongoing relationships with Board member admins and EAs to provide them with accurate, ongoing information regarding meetings – dates, times, locations – well in advance.

CORE COMPETENCIES

Solid Business Sense in Deciphering Priorities and Decision Making

Strong Sense of Urgency, Confidentiality, Discretion and Sound Judgment

Self-motivated, Takes Initiative

Problem Solving and Outside of the Box Thinking

Dependable, Responsiveness and Service-Focused

Flexible, Unflappable and Agile

Emotionally Intelligent and Intrinsically Motivated to Exceed Expectations

Cooperative, Committed, Team Player Mentality

Detail-Oriented Organization, Prioritization and Time Management

Excellent Verbal and Written Communicator

SUPERVISORY RESPONSIBILITIES

None.

EDUCATION AND/OR EXPERIENCE:

Bachelor’s degree from an accredited college or university and 4 + years related experience preferred; or Associate degree from an accredited college or university and 6 + years related experience; or equivalent combination of education and experience.

CERTIFICATES, LICENSES, REGISTRATIONS

None Required