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Executive Assistant to CEO & COO

Position Overview:

We are seeking a highly organized, proactive, and professional Executive Assistant (EA) to provide critical support for our Chief Executive Officer (CEO) and Chief Operating Officer (COO). This role is pivotal in enhancing executive productivity, streamlining administrative processes, and ensuring the smooth operation of day-to-day business activities. The ideal candidate will be organized, detail-oriented, and comfortable handling multiple priorities in a fast-paced professional environment.

As a vital member of the administrative team, the Executive Assistant will be responsible for managing intricate calendars, coordinating executive-level meetings, and acting as a reliable point of contact for both internal and external stakeholders. This position also involves external-facing duties, requiring a high level of professionalism and the ability to represent the Executive Office and Arclin with integrity and discretion.

Key Responsibilities:

Calendar & Time Management

• Maintain and coordinate dynamic calendars for CEO and COO, prioritizing meetings in alignment with business goals.
• Proactively resolve scheduling conflicts, anticipate needs, and optimize time management.
• Coordinate with internal teams and external partners to schedule strategic meetings, events, and engagements.
• Track project timelines and ensure deliverables and milestones are met on schedule.

Travel Planning & Logistics

• Plan and manage all domestic and international travel arrangements, including transportation, lodging, and itineraries.
• Ensure travel plans align with executive schedules and manage any changes or disruptions with agility.
• Prepare comprehensive travel packets, including meeting materials and logistical details.
• Clear understanding of time zone variations when planning meetings and travel

Expense Management

• Track, reconcile, and process executive expenses in accordance with company policies.
• Prepare and submit accurate, timely expense reports using financial systems.
• Coordinate with the finance department for approvals, reimbursements, and audits.
• Expense and budget management

Meeting Support & Coordination

• Plan and support high-level meetings, including board meetings, leadership sessions, customer visits, and other external engagements.
• Draft agendas, compile materials, and ensure timely distribution.
• Record action items, follow up on deliverables, and manage logistical needs such as room booking, catering and AV setup.

Communication & Correspondence

• Draft, proofread, and edit internal and external communications on behalf of CEO and COO, involving appropriate internal stakeholders for coordination, alignment or input as needed.
• Manage email correspondence and ensure timely and appropriate follow-up.
• Uphold the highest standards of confidentiality, professionalism, and executive tone in all communications.
• Conduct research and compile summary reports to support operational decision-making.
• Follow sustainability guidelines and practices
• Responsible for preparing and formatting information for internal and external distribution, which may include composing letters and memos, compiling data for reports, creating presentations, writing reports, editing, proofreading and other information preparation duties.
• Prioritize strict and consistent adherence to brand guidelines in all communications and materials.
• Maintain department documents, including current organizational charts and Executive Bio’s
• Updating contact and stakeholder databases
• Assist in editing spreadsheets and presentations, including printing and binding, for client meetings

Qualifications

• Minimum 7–10 years of executive-level administrative experience, preferably supporting C-suite leaders in a fast-paced, complex environment.
• Bachelor’s degree in business administration or related field preferred; relevant certifications (e.g., Certified Administrative Professional) a plus.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint required), calendar management tools (e.g. Outlook, MS Teams), and expense software
• Experience with large-scale event coordination and meeting logistics with hotels, event spaces and related vendors  
• Strong interpersonal, written, and oral communication skills
• Proven ability to anticipate needs, think critically, and offer solutions
• Discretion and good judgment in confidential situations, and proven experience interacting with senior management
• Excellent telephone etiquette and ability to manage competing priorities
• A minimum of 2 years of experience managing and organizing the email inbox of senior leaders
• Exceptional follow-up and project management skills
• An eye for detail, ensuring high standards in all aspects of work
• A polished, positive “can do” attitude with the ability to stay calm under pressure

Why Join Us?

• Make an Impact: Directly contribute to the effectiveness of our leadership team and company success.
• Trusted Role: Serve as a key partner in supporting strategic initiatives and confidential matters.
• Growth Opportunity: Join a dynamic organization in a critical support role with opportunities for development.
• Professional Environment: Be part of a respected, collaborative, and mission-driven team.

Compensation & Benefits

• Competitive salary, commensurate with experience
• Comprehensive benefits package (health, dental, vision, 401(k), etc.)
• Paid time off and company holidays