Job Title: Executive Assistant
Job Posting: Executive Assistant (Fully Onsite)
About the Role
We are seeking a dedicated and highly organized Executive Assistant to provide essential support to the CEO and other C-suite executives. This role is fully onsite and demands a proactive individual with exceptional communication skills, attention to detail, and discretion. The ideal candidate will excel in managing complex schedules, handling administrative tasks, and supporting strategic initiatives, enabling leadership to focus on the organization's goals.
Key Responsibilities
Executive Support & Coordination
- Serve as a liaison between executives and department heads, fostering effective communication and collaboration.
- Organize and oversee meeting logistics, including creating presentations, preparing materials, and summarizing outcomes.
Calendar Management
- Manage complex schedules for the CEO and other executives, ensuring efficiency and organization.
- Schedule meetings, appointments, and conference calls while balancing priorities and time zones.
Travel Arrangements
- Handle all aspects of travel, including booking flights, hotels, transportation, and creating detailed itineraries.
- Manage travel expenses and ensure timely reimbursement.
Strategic Planning & Project Management
- Collaborate with senior leadership on defining and executing strategic initiatives.
- Track and manage key projects, providing regular updates on progress, risks, and metrics.
Communication Management
- Oversee executives' email accounts, screen and draft responses, and address urgent matters promptly.
- Handle other correspondence and communications as needed.
Document Preparation & Review
- Assist with preparing, editing, and formatting presentations, reports, memos, and proposals.
- Ensure documents adhere to company standards and are error-free.
Office Management
- Oversee general office operations, including supply management, equipment maintenance, and vendor coordination.
Special Projects
- Lead ad-hoc initiatives and provide administrative support for high-priority projects, board meetings, and company events.
Qualifications
Experience
- Minimum of 6 years supporting executive-level leadership.
- Proven ability to manage multiple priorities with a high degree of accuracy and attention to detail.
- Advanced proficiency in Microsoft Outlook and related tools (e.g., mail merge, template creation, conditional formatting).
Skills
- Strong organizational and time management skills.
- Excellent interpersonal, written, and verbal communication abilities.
- Proactive problem-solving and decision-making capabilities.
- Discretion in handling confidential information.
Education
- High School Diploma required; Bachelor's Degree preferred.
Pre-Employment Requirements
- Drug testing and background check.
Physical Requirements
- Must be able to work flexible schedules as needed.
- Work is conducted indoors in an air-conditioned or well-ventilated office environment equipped with a computer and telephone.
Why Join Us?
This is an excellent opportunity to work closely with C-suite executives and play a pivotal role in driving organizational efficiency. If you are a resourceful, detail-oriented, and proactive team player who thrives in a fast-paced environment, we'd love to hear from you.