Executive Assistant

Job Description

Job Description

Salary : Depends on level of Experience

The Executive Assistant provides high-level administrative support to the Chief Executive Officer (CEO), ensuring efficient office management.

This role involves managing the CEO’s schedule, coordinating communications, and performing a wide range of administrative tasks with a high level of professionalism and confidentiality.

Essential Functions

• Executive Support : Provide optimum support to the CEO through ongoing communication, ensuring the CEO is informed promptly of any scheduling or workflow changes.
• Schedule Management : Manage the CEO’s schedule for on-site and off-site meetings, and organize travel itineraries and schedules through Microsoft Outlook.
• Meeting Coordination : Coordinate on-site and off-site meetings, including committee and Board of Directors meetings.
• Administrative Tasks : Perform full administrative and general office duties for the CEO and Board of Directors while maintaining strict confidentiality.
• Inquiry Resolution : Responsible for resolving phone and guest inquiries directed to the executive office.
• Document Preparation : Prepare proposals, presentations, charts, tables, memoranda, letters, and other forms of general correspondence for the executive office and CEO.
• Project Management : Prioritize and manage multiple projects simultaneously, ensuring timely completion of tasks.
• Research and Reporting : Conduct research, assemble, and analyze data to prepare reports and documents as required by the CEO.
• Event Coordination : Manage refreshments, lunches, and supplies for special events, board meetings, and visits from staff members, special guests, and external consultants or contractors.
• Correspondence : Draft letters, memos, agendas, and meeting minutes for the CEO.
• Other Duties : Perform other duties and special projects as assigned.

Key Skills and Competencies

• Strong oral and written communication skills.
• Ability to build collaborative relationships and work effectively with internal and external stakeholders.
• Detail-oriented with the ability to manage competing priorities.
• Organizational and clerical skills with proficiency in Microsoft Office, particularly Microsoft Outlook.
• Ability to multi-task and prioritize under pressure.
• High level of confidentiality and professionalism when handling sensitive matters.

Minimum Qualifications

• Bachelor’s degree or equivalent experience
• 5+ years in executive-level administrative support and project management preferred
• Experience handling complex issues with minimal supervision.
• Comprehensive knowledge of administrative practices.

Additional Desired Qualifications

• Strong organizational and time management skills
• Experience using Asana, SalesForce, and Google products or equivalent
• Experience with AI tools is a plus
12 days ago