Executive Assistant

NO AGENCIES PLEASE!

Xenex Disinfection Services is looking for a passionate Executive Assistant to help further Xenex's competitive edge. Xenex's patented services and solutions help facilities reduce the number of pathogens missed during manual cleaning and reduce environmental contamination.

As an employee of Xenex, you will be part of a rapidly growing organization that is changing the way healthcare professionals and many other business leaders think about and manage microbial reduction.

We are looking for candidates who are willing to give their all in this role. In exchange for your passion and dedication, we can offer you an entrepreneurial and rewarding environment where employees are highly respected and valued.

OVERVIEW

The Executive Assistant role is a key support position for the company assisting our Chief Executive Officer. The role acts as an ambassador of the organization, internally and externally, so they must exemplify our company culture at all times while managing a multitude of duties and projects that will likely carry competing and conflicting levels of priority and high levels of confidentiality.

The Executive Assistant to the CEO is responsible for the following :

RESPONSIBILITIES

Plan and prepare the quarterly board meetings, shareholder meetings, external and / or internal meetings including technical setup, presentations, printed materials, room setup and remote dial in, and food as needed).

Prepare CEO presentations including materials and formatting.

Fully manage the CEO's work calendar and share it with his personal calendar.

Send text reminders to the CEO regarding upcoming meetings - one approximately half an hour before, one approximately 15 minutes before, and one approximately 5 minutes before.

Ensure there is clear communication with the CEO by identifying the best route of information sharing including Todoist, text, email, and / or phone and establishing a weekly catch-up meeting.

Handle all of the CEO's corporate and personal travel logistics including flight, hotel, rental car, restaurant and offsite venue reservations.

Review CEO's work email and alert him to any seemingly important message he has not yet responded to or has not yet read.

Be extremely alert and aware of communications between the CEO and third parties to ensure that opportunities for collaboration, requests for help, invitations for attendance and other important matters are not overlooked.

Proactively prepare for important CEO meetings by gathering information about the additional attendees prior to and after the event and drafting follow up thank you notes to attendees to be sent within 24 hours of the meeting if possible.

Handle the CEO's expense reporting in a timely manner in coordination with Accounting and ensure that all required information is available and included prior to submission.

Serve as the main point of contact for visitors.

Run personal errands for the CEO.

MINIMUM QUALIFICATIONS

Experience supporting professionals in an administrative and personal capacity, C-Suite executive team members highly preferred.

Superb organizational skills and attention to detail.

Exceptional verbal and written communication skills (experience proofreading or editing documents is very helpful).

Outgoing and self confident.

Demonstrate flexibility, willingness to be agile to change needs and priorities.

Strong problem-solving skills.

Self-motivated to anticipate needs and demonstrate proactive work style.

Strong interpersonal skills with an ability to establish relationships quickly across all departments and levels of the organization.

High degree of emotional intelligence to ensure communication is appropriate at all times.

Demonstrates punctuality and reliability to ensure availability to meet needs of the CEO.

Willingness and ability to adjust work hours (including weekends) as needed.

SALARY + BENEFITS

• $65,000 - $70,000 (commensurate with experience)
• Unlimited PTO
• Medical, Dental, Vision
• FSA & HSA
• 401k
• Company paid life & supplemental life
• Wellness Reimbursement

AAP / EEO

Xenex is an Equal Opportunity Employer. It is our policy to fill vacant positions with qualified candidates without regard to race, color, sex, sexual orientation, gender identity, religion, national origin, disability, veteran status, age, marital status, pregnancy, genetic information, or other legally protected status assuming an individual can perform the essential functions of the job.

Reasonable accommodations will be made on a case-by-case basis to enable individuals with disabilities to perform the essential functions.