Position available immediately.
Reporting directly to the CEO, the Executive Assistant is a highly visible position, responsible for coordination of activities and ensuring timely flow of information to and from the CEO's office. This position provides administrative, secretarial, and organizational support to a C-level executive.
This position handles details of a highly confidential, critical and sensitive nature, and must function efficiently and effectively in a professional environment. This Executive Assistant is required to manage independently multiple tasks and projects with competing priorities and deadlines, organize and maintain administrative processes within the executive office, maintain a high level of confidentiality, and anticipate the needs of the CEO and other major stake holders.
The ideal candidate will be dynamic, energetic, have an organized planning and time management approach, and the ability to react quickly to changes as priorities are revised or reshaped in a fast-moving office environment.
Essential Duties and Responsibilities included, but not limited to:
Act as the 'Gate Keeper' and manage the evolving calendar of the CEO, keeping appointments and meetings on time or changing schedules when necessary
Provide administrative assistance in the executive office including preparing communications, documents, presentations and reports in a timely, effective, and efficient manner
Maintain existing systems that alert relevant parties of upcoming deadlines, incoming requests, and events
Execute additional administrative and personal tasks as required by the CEO
Maintain awareness of the office environment and a sense for the issues taking place in the C-suite, and keep the CEO apprised.
Assist other departments to obtain any needed signatures or approvals from the CEO for
required documentation and contracts by preparing those items for review and ensuring they
flow through the office in a timely manner
Work closely with staff to ensure timely provision of backup and informational materials related
to meetings involving the CEO and/or other C-level executives
Handle phone calls and appointment requests
Prep the office for the day- A/C, lights, restock kitchen
Be on hand to deal with any technical difficulties e.g. printer, Internet, telephone. - Responsible
for fixing problem myself or calling correct company to help troubleshoot remotely
Point person for IT and bookkeeping
Other duties as assigned
Demonstrate strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
Solid interpersonal skills and the ability to build relationships with employees and business constituencies alike.
Expert level of written and verbal communication skills. Dictation transcription is required.
Proven ability to handle confidential information with discretion, adaptability to various
competing demands, and demonstrate the highest level of regard.
Progressive proactive thinker who enthusiastically seeks opportunities and proposes solutions.
Must be fully dedicated to the position and available to address critical travel and other issues after hours and on weekends as necessary - essential and critical requirement for this position.
Desired Skills and Experience:
Ability to perform in a fast paced environment and interact with senior management
Strong analytical, interpersonal and communication skills
Excellent phone manner and management a must
Bachelor degree required
Able to support a C-Level Executive in roles that interfaced with external clients and executive management
Knowledge of QuickBooks
Must have superior skills in MS Word, Excel, Outlook and proficient knowledge in PowerPoint
Experience and proficiency coordinating travel arrangement and high volume appointment scheduling
Self-starter with the ability to work independently and with minimal guidance.
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