Executive Assistant

Executive Assistant

We are looking for a skilled, detail-oriented, and forward-thinking Executive Assistant to deliver extensive administrative and strategic assistance to our CEO. This position is pivotal within our dynamic startup setting, demanding outstanding decision-making abilities, confidentiality, and the foresight to address needs proactively, often before they emerge. The perfect candidate will serve as a vital collaborator to the CEO and fellow Executive Leadership Team members, allowing them to concentrate on high-level priorities and propel the company forward.

If you're eager to advance your career, excel in high-energy settings, possess a strategic perspective, and welcome the chance to work with diverse stakeholders on ever-changing projects and objectives, this position provides an ideal opportunity to create a significant and lasting contribution.

Key Responsibilities :

• Calendar Management : Proactively manage the CEO and other Executive Leadership Team members' complex and dynamic calendars, including scheduling meetings, appointments, and travel arrangements. Anticipate potential conflicts and proactively resolve scheduling issues. This includes managing frequent changes and prioritizing competing demands in a startup environment.
• Email Coordination : Expertly manage the CEO's inbox, filtering and prioritizing correspondence based on urgency and relevance. This involves discerning key senders and recognizing critical topics, and summarizing lengthy email threads or extracting key information for the CEO's efficient review, and maintaining a well-organized email filing system for easy access to information.
• Leadership Meeting Preparation : Prepare high-level meeting agendas, gather relevant materials, and ensure the CEO is fully briefed for all meetings. Take accurate meeting minutes and follow up on action items. Proactively call attention to upcoming deadlines and critical deliverables that pertain to the CEO and other members of the Executive Leadership Team.
• Travel Arrangements : Coordinate all aspects of travel for CEO & other identified company leaders, including flights, accommodations, transportation, and itineraries. Ensure seamless and efficient travel experiences, often on short notice.
• Day-to-Day Communication : Manage incoming and outgoing communication for the CEO, including email, phone calls, and mail. Screen calls and outreaches, and prioritize access based on importance and urgency. Act as a liaison between the CEO and internal / external stakeholders, including investors, partners, and staff.
• Communication Support : Contribute to the refinement of communication strategies, ensuring consistent messaging and effective outreach to key stakeholders. Oversee the distribution of outgoing communication for the CEO through appropriate channels, including email, mail, courier services, and other relevant platforms.
• Correspondence Development : Prepare professional, accurate, and polished written communication. This includes composing emails, letters, memos, and other documents, creating visually engaging and informative presentations for meetings, conferences, and internal / external audiences, and preparing reports and other documents with accuracy and attention to detail.
• Stakeholder Engagement :
• Internal Liaison : Facilitate clear and effective communication between the CEO and internal stakeholders, including staff, department heads, and other members of the Executive Leadership team. This involves scheduling meetings, relaying information, and fostering alignment on strategic initiatives.
• External Liaison : Serve as a key point of contact for external stakeholders, such as investors, partners, clients, and board members.
• Relationship Cultivation : Nurture and strengthen relationships with key stakeholders, acting as a representative of the CEO, Executive Leadership Team members, and the organization.
• Data Gathering and Analysis : Assist in gathering data from various sources, compiling it, and performing basic analysis to support the company's strategic initiatives. This may involve utilizing spreadsheet software (e.g., Google Sheets) or other tools to manipulate and analyze data.
• Report Preparation : Prepare reports, summaries, and other documents that present data clearly, concisely, and accurately. This includes formatting data tables and ensuring the integrity of data representation.
• Record Keeping : Maintaining organized files and records, both physical and electronic. This is especially important in a healthcare setting where regulatory compliance is crucial.
• Additional Support : Manage personal errands for the CEO as needed, maintaining discretion and professionalism. This might include scheduling appointments, managing personal correspondence, or other tasks as requested.
• Expense Management : Process expense reports and ensure accurate record-keeping for the CEO and members of the Executive Leadership Team.
• Confidentiality : Maintain the utmost confidentiality and discretion when handling sensitive information, including business plans, financial records, personnel matters, legal documents, and personal details.
• Adaptability : Thrive in a fast-paced, ever-changing startup environment. Be comfortable with ambiguity and willing to take on new challenges.