Executive Assistant / Office Manager

Executive Assistant / Office Manager

Reporting directly to the CEO, the Executive Assistant provides high-level support to the CEO and other C-suite executives.

This individual will act as the primary point of contact for internal and external stakeholders on matters concerning the Executive Team, while also serving as a liaison with leaders across the Retro Fitness Support Center.

Additionally, the role includes organizing executive outreach, managing external relations, and overseeing special projects.

We are seeking a creative individual who thrives in a small, dynamic environment that is mission-driven, results-oriented, and community-focused.

The ideal candidate will possess strong judgment, excellent written and verbal communication skills, and superb administrative and organizational abilities.

They must be adept at balancing multiple priorities in a fast-paced setting.

This role requires project management experience and the ability to work independently, from project initiation through to completion.

Proficiency in Microsoft Office applications, including building financial presentations, is essential. The ability to remain calm under pressure while handling confidential matters with discretion is crucial.

At Retro Fitness, we promote health, wellness, and fitness as core values. We are looking for someone who not only shares these principles but also embodies and champions them within the workplace.

Roles and Responsibilities

Executive Support

• Manage the CEO’s calendar, coordinate appointments, complete expense reports, and handle confidential correspondence. Arrange complex travel plans, including itineraries which on occasion may include personal matters.
• Research, prioritize, and address sensitive and confidential issues directed to the CEO, leveraging sound judgment to recommend appropriate actions or responses.
• Facilitate communication between the CEO and internal departments, maintaining trust and credibility with senior management.

Act as a "barometer" for internal dynamics and update the CEO on relevant issues.

Build relationships crucial to the organization’s success, ensuring smooth communication and follow-through on tasks, often under tight deadlines.

Office Management

• Oversee office operations, systems, and staff, including café and supply management, correspondence control, and clerical supervision.
• Optimize office efficiency through system planning, office layouts, and procurement of necessary equipment.
• Coordinate events such as investor meetings, team-building activities, and annual functions.
• Manage the office budget for supplies, events, and meals.

Board and Senior Management Liaison

• Serve as administrative liaison to the board of directors, assisting with travel, lodging, and meal arrangements. Maintain confidentiality with all board members.
• Support the Executive Team by scheduling meetings, preparing agendas, taking minutes, and coordinating travel and outreach plans across divisions.

Communications and Outreach

• Draft, edit, and finalize written communications for the CEO, including speeches, blogs, and editorials. Act as an editor for communications from other senior leaders when necessary.
• Maintain strong social media skills, ensuring alignment between external communications and organizational goals.

Qualifications

• Exceptional organizational skills with the ability to prioritize and manage multiple tasks with precision.
• Strong interpersonal skills, fostering relationships with stakeholders at all levels, including staff, board members, and external partners.
• Superior written and verbal communication skills, with a proactive approach to problem-solving and decision-making.
• Ability to handle confidential matters with discretion and adapt to competing demands in a fast-paced environment.
• Resourceful and independent, while also being a collaborative team player.

Education and Experience

• Bachelor’s degree preferred.
• 2-4 years’ experience in a similar role.
• Proficiency in Microsoft Office (Outlook, Word, Excel, SharePoint, PowerPoint), Adobe Acrobat, and social media platforms.
4 hours ago