Executive Assistant

Job Description

Job Description

Our Client is a dynamic and rapidly growing restoration, construction, and roofing company dedicated to serving our commercial clients and becoming an extension of their risk and asset management teams.

They are seeking a highly organized and proactive Executive Assistant to provide unparalleled support to our Chief Executive Officer.

Their CEO actively engages in various areas, with a primary focus on sales / client relationships and team building.

If you thrive in a fast-paced environment and possess the skills and qualities we seek, we invite you to apply.

ESSENTIAL DUTIES & RESPONSIBILITIES :

As the Executive Assistant to the CEO, you will play a critical role in ensuring seamless operations and effective time management for our CEO.

Your primary responsibilities will include :

• Contact Management :
• Manage contacts both in CRM and Outlook to maintain an accurate and up-to-date contact list.
• Email Management :
• Clear large quantities of emails as necessary.
• Identify important emails for review and clear out less relevant emails to prioritize follow-ups.
• Calendar Management :
• Effectively manage and prioritize the CEO’s schedule, ensuring optimal use of time and alignment with strategic priorities.
• Schedule and coordinate internal and external meetings, conferences, and appointments, considering time zones and travel plans.
• Plan travel to maximize client interactions.
• Communication and Information Flow :
• Understand the business needs and content to facilitate effective communication within the executive team and across the organization.
• Act as a point of contact for key clients to schedule meetings and follow-ups.
• Expense Management :
• Manage all expense reports for the CEO and his direct reports, ensuring compliance with policies and approving by deadlines.
• Personal Calendar Management :
• Follow a complex time-sharing schedule, including multiple dependents.
• Create an effective calendar and communication tool for multiple stakeholders.
• Assist with personal tasks, such as coordinating caregivers or purchasing gifts for children’s events.
• Agenda Planning and Preparation :
• Anticipate the CEO’s needs and preferences, preparing comprehensive agendas for meetings and events.
• Conduct thorough research and gather necessary materials to ensure the CEO is well-prepared for engagements.
• Travel Coordination :
• Arrange complex travel itineraries, including flights, accommodations, and ground transportation, considering the CEO’s preferences and schedule constraints.
• Optimize travel plans to maximize meeting opportunities and create efficient schedules.
• Prepare travel documents and provide detailed itineraries to ensure smooth travel experiences.
• Task Prioritization and Follow-Up :
• Prioritize tasks and projects based on urgency and importance, ensuring deadlines are met.
• Follow up on action items and commitments made by the CEO, tracking progress and providing regular updates.
• Create best practices for prioritizing tasks and managing information efficiently.
• Confidentiality and Discretion :
• Handle sensitive information with the utmost confidentiality and discretion.
• Maintain a high level of professionalism and integrity in all interactions and communications.
• Other Duties :
• Perform other related duties and assignments as required.
10 days ago