Executive Assistant

Job Description

Job Description

Job Title : Executive Assistant to the CEO

Location : Orem, Utah

Reports to : CEO

Employment Type : Full-Time

Position Overview : The Executive Assistant (EA) to the CEO provides high-level administrative support, ensuring the smooth operation of the CEO's office.

This role requires a high-energy, proactive individual with strong financial acumen who is adept at managing both internal and external stakeholders.

The EA will handle a broad range of tasks, including calendar management, travel coordination, meeting preparation, and strategic support, all while being able to anticipate the needs of the CEO.

The role requires someone who is levelheaded, organized, and able to plan for both short- and long-term needs. A successful candidate will demonstrate the ability to execute under high-intensity, demanding circumstances.

Key Responsibilities :

Calendar & Schedule Management : Efficiently manage the CEO's calendar by scheduling meetings, appointments, and events, ensuring optimal time management and prioritization.

Proactively address scheduling conflicts and ensure the CEO's time is used efficiently.

Travel Coordination : Arrange detailed travel itineraries, including flights, accommodations, ground transportation, and necessary documentation.

Manage changes, ensuring seamless travel experiences.

Communication Liaison : Serve as the primary point of contact between the CEO and internal / external stakeholders, ensuring timely and clear communication.

Draft, proofread, and manage emails, memos, and reports on behalf of the CEO, using strong written and verbal communication skills.

Meeting Preparation & Documentation : Prepare materials for meetings, including agendas, presentations, and reports. Take minutes during meetings, distribute summaries, and track follow-up items to ensure action points are completed.

Prepare documents and facilitate communication with the Board of Directors.

• Project Management : Assist in managing high-priority projects, tracking progress, and ensuring deadlines are met. Provide research, data collection, and analysis support as needed.
• Office Management Support : Handle tasks such as invoice processing, office supplies procurement, and vendor coordination related to the CEO's office.
• Confidentiality & Discretion : Maintain utmost confidentiality on sensitive matters related to the CEO's work, including personnel, legal, and company affairs.

Demonstrate levelheadedness and discretion in handling confidential information.

• Event Planning : Coordinate and plan company events, conferences, and client meetings. Assist in preparing presentations and supporting materials for public appearances.
• Day-to-Day Operations & Future Planning : Execute daily tasks while maintaining a forward-thinking approach to anticipate future needs, identify challenges early, and plan for upcoming events.
• Ad Hoc Responsibilities : Perform other administrative and operational tasks as needed to support the CEO and leadership team in a dynamic, fast-paced environment.

Skills & Qualifications :

Experience : 5+ years as an Executive Assistant or in a similar role, ideally supporting C-suite executives in high-intensity environments.

Experience with a fast-growing nonprofit, business, or entrepreneurial organization is preferred.

• Education : Bachelor's degree in Business Administration, Finance, Communications, or a related field preferred.
• Tech Skills : Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and project management tools.

Familiarity with financial systems and tools is a plus.

• Communication : Excellent written and verbal communication skills. Ability to interact with a wide range of stakeholders.
• Problem-Solving : Strong decision-making, problem-solving, and critical thinking abilities. Able to handle pressure and make quick decisions with a levelheaded approach.
• Time Management : Highly organized with the ability to prioritize multiple tasks, ensuring both immediate and future needs are addressed.
• Interpersonal Skills : Strong interpersonal skills with the ability to build relationships with diverse personalities.
• Confidentiality : Proven ability to handle confidential information with discretion.
• Adaptability : Ability to anticipate needs, think ahead, and work independently with minimal guidance. Able to execute effectively under high-pressure circumstances.

Preferred Qualifications :

• Experience in quickly growing nonprofit or entrepreneurial organizations.
• Intermediate to advanced experience in the MS Office Suite including Excel, Outlook, and Word.
• Project management or event planning certification.

About Kids on the Move

Kids on the Move, Inc. (KOTM) is a nonprofit organization located in Orem, UT supporting the development of young children and families by "empowering families, one child at a time.

KOTM provides services through five main programs : Early Intervention, Early Head Start, Child Care, Respite Care and KOTM's Autism Center.

NOTES :

• KOTM complies with all provisions of the EEO and ADA laws. KOTM is an equal opportunity employer and does not discriminate in its employment practices on the basis of race, color, religion, national origin, sex, sexual orientation, sexual identity, age, family status, military status, disabling condition, or other protected class.
• KOTM is an at-will agency. This job description is not to be construed as a guarantee of employment.
• KOTM will provide reasonable accommodation to applicants and employees with disabilities when it is necessary for the performance of the essential functions of a job.

Should you need assistance in completing the application or at any other stage of the hiring process, or during employment, please notify us immediately.

Your request and / or need for an accommodation will be kept confidential and only shared with individuals with a business need to know of the request.

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form upon hire.

Job Posted by ApplicantPro