Hybrid Executive Assistant bei Valpak/Clipp

Description

Summary

The Executive Assistant to the CEO provides high-level administrative, organizational, and operational support to ensure the CEO's office functions efficiently. This role acts as a strategic partner, managing priorities, streamlining communications, and enabling the CEO to focus on organizational leadership and business objectives. The ideal candidate is resourceful, detail-oriented, discreet, and able to anticipate needs in a fast-paced environment.

Responsibilities and Core Functions

• Provide high-level administrative, operational, and strategic support to the CEO.
• Manage and prioritize the CEO’s calendar, communications, and commitments to optimize time and focus.
• Serve as the primary liaison between the CEO and internal/external stakeholders, ensuring smooth information flow.
• Coordinate Board of Directors meetings, executive sessions, and other key leadership gatherings.
• Maintain confidentiality and discretion while representing the CEO’s office with professionalism.

  Specific Duties and Authorities:

• Calendar & Communication Management: Schedule, reschedule, and confirm appointments, prepare agendas, and manage correspondence on behalf of the CEO.
• Board & Leadership Support: Prepare meeting materials, compile reports, track action items, and follow up to ensure timely completion.
• Project Coordination: Monitor and support strategic initiatives; conduct research and provide executive summaries to aid decision-making.
• Travel & Event Planning: Arrange domestic and international travel, develop itineraries, and manage logistics for events and offsites.
• Document & Presentation Preparation: Draft, proofread, and edit presentations, reports, and communications to ensure accuracy and impact.
• Confidential Records Management: Maintain files, documents, and data in compliance with company policies and security standards.

Requirements

Qualifications and Experience:

• Minimum 5 years’ experience in an executive assistant role supporting a CEO or other C-Suite executive.
• Demonstrated ability to manage multiple priorities in a fast-paced, dynamic environment.
• Strong organizational skills with exceptional attention to detail.
• Excellent verbal and written communication skills.
• Proficient in Microsoft Office Suite, and virtual collaboration tools (e.g. Teams).
• Proven track record of handling sensitive information with discretion and professionalism.

Education, Certification & Training:

• Bachelor’s degree in Business Administration, Communications, or related field.
• Formal training or certification in executive administrative support, project management, or business communications (a plus).
• Ongoing commitment to professional development in executive support best practices, technology tools, and organizational efficiency.

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