The Executive Assistant position plays an integral part in the integrity of the company by providing a high-level of professionalism and administrative support to the CEO, CFO and Executive Board Members.
This role will be a key asset to ensure the smooth operation of the executive office by exercising good judgment and handling a variety of tasks that can be highly sensitive and confidential with a high degree of efficiency, integrity, and discretion
RESPONSIBILITIES :
Administrative Support :
- Prepare and edit correspondence, communications, presentations, and other documents.
- Organize and maintain files and records, ensuring they remain updated and easily accessible.
- Ensure all executive documents and communications are securely stored and managed.
Meeting Coordination :
- Plan, organize, and facilitate Executive Committee & Board meetings, including preparing agendas, taking minutes, and following up on action items.
- Take meeting minutes for all board-related meetings, ensuring accurate and detailed records of discussions and decisions.
- Coordinate the preparation of the board packet for monthly distribution.
- Coordinate logistics for board meetings, including venue arrangements, catering, and AV setup.
- Take meeting minutes in weekly manager meetings then update Mondays.com with notes. May also be asked to take meeting minutes for other office meetings (i.
e. Quality, Service Committee)
Communication :
Draft and distribute communications on behalf of the CEO, CFO, and executive board members.
Project Management :
- Assist in the planning and execution of special projects and initiatives led by the executive team.
- Track progress and ensure timely completion of tasks and deliverables.
KEYS / EXPERIENCE / SOFT SKILLS :
- Bachelor’s degree in business or related field preferred; or a minimum of 5 years of relevant experience working as an executive assistant supporting C-Level executives.
- Must haves here : C-Suite / Executive experience, BOD experience (meetings, notes, dealing with members professionally), strong communication skills!
- Need for Strong systems skills : MS Office Suite (create & present power point presentations), expert use of Word / Outlook
- Soft skills : Professionalism, Strong confident presentation, Self-Starter, multi-tasker, very resourceful
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