Executive Assistant bei None

Executive Assistant

Job Summary: 

The Executive Assistant’s primary responsibility is to provide assistance and support 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. This position handles details of a confidential, critical and sensitive nature, and must function efficiently and effectively in a professional environment. The Executive Assistant is required to independently manage multiple tasks and projects with competing priorities and deadlines, organize and maintain administrative processes within the CEO’s office, maintain a high level of confidentiality, and anticipate the needs of the CEO, and react accordingly. The Executive Assistant will provide research, documents preparation, editorial, office technology assistance, scheduling, administrative functions, and records management. 

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  

Duties/Responsibilities:

• Provide administrative communications and organizational support to CEO. This includes document preparation, both business and personal, and may include transcribed materials. 
• Communicating on behalf of the CEO to others via email and phone conversation.  
• Act as a liaison with other departments and external partners and/or vendors.  
• Manage daily schedule and appointments for the CEO.  
• Act as the contact person for external entities.  
• Planning and scheduling meetings and conferences - prepare agendas; provide pertinent information for meeting preparation. 
• Provide hospitality for meetings - including ordering lunches and anticipating needs for meetings; being proactive. 
• Track follow up items from meetings. 
• Type and distribute memos, correspondence, reports and other various documents on behalf of the CEO.  
• Assist in coordinating any in-town visits by clients, sponsors or vendors.  
• Planning and scheduling travel - including hotels, airfare, ground and all meetings while travel - provide detailed itinerary (electronic and hard copy whichever is preferred by the President)  
• Handle all information appropriately - including sensitive and confidential information  
• Prepare monthly expense reports. 
• Maintain general and electronic files in good order. 
• Perform other related tasks as assigned.  
• Create and develop reports and visual presentation utilizing Microsoft Power Point, Visio or other software  

• Perform other related tasks as assigned.  

Requirements and Preferred Experience:

• Team player with a positive personality and strong commitment to employer. 
• Ability to organize work effectively, conceptualize and prioritize objectives and exercise independent judgment based on an understanding of the CEO, and the organizational policies and activities.  
• Build relationships with key clients 
• Professional presentation and communication skills 
• Work independently and within a team on special, nonrecurring and/or ongoing projects.  
• Strong organizational, communications and interpersonal skills.  
• Ability to work under pressure and perform multifaceted projects in conjunction with daily activities.  
• Decision making and critical thinking ability.  
• Strong attention to detail.  
• Provide excellent customer service, presenting a friendly and welcoming personality.  
• Demonstrated ability to interact and communicate effectively with all levels of the organization clients and staff alike  
• Practice a high level of confidentiality.  
• Professional appearance and demeanor.   
• Experience working with business travel planning.  
• Strong typing, writing, proofing and editing skills.  
• Basic human resources and accounting skills preferred.  
• Extensive experience with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint and Calendar.  

Education:

• High School diploma or GED

Physical Requirements:

The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.   

• The associate is regularly required to stand; walk; sit; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk and hear.   
• Must be able to lift and/or move up to 20 pounds occasionally.   
• Working extended hours, including evenings and weekends may be required.  

Additional Requirements: 

• Must be 21 years of age. 
• Must have a valid driver license. 
• Must pass drug screen, criminal background check and driver’s license check.  
• Ability to travel up to 20% of the time.

Perks and Benefits:

• Medical, Dental, and vision coverage
• 401(k)/Roth with company match
• Work-Life Balance: PTO (Paid Time Off), paid holidays, and balanced work schedule 

EEO, including disability/vets