We’re seeking an experienced Executive PA to provide top-tier administrative support to our CEO. The Personal Assistant to the CEO is a highly trusted professional who supports the CEO with administrative tasks, manages communications and organizes the CEO’s schedule to enhance efficiency. This role requires discretion, excellent organizational skills, and effective management of complex tasks and communications. Undertakes administrative tasks to support the CEO’s daily activities and long-term agenda. They manage correspondence, schedule meetings, arrange travel, and appropriately handle inquiries and requests. This position also prepares reports, presentations, and briefs to assist the CEO in decision-making. This role is pivotal in optimizing the CEO’s time and the executive office running smoothly. This position will be assigned projects to manage budgets, issuing POs, order confirmation, shipping tracking, and status reports, working with many stakeholders

This person should have experience working in an office environment, performing administrative duties, and supporting managers. Given the dynamic nature of the executive landscape, we rely on personal assistants to be flexible and consistent while maintaining the confidentiality of high-level systems and operations.

Responsibilities

• Support the CEO primarily and provide additional support to executive team members, as directed by the CEO, to ensure company goals and objectives are accomplished and operations run efficiently.
• Maintain and refine internal processes that support high-ranking executives companywide and coordinate internal and external resources to expedite workflows.
• Manage communication with employees by liaising with internal and external executives on various projects and tasks.
• Plan and orchestrate work to ensure senior executives’ priorities are met, organizational goals achieved, and best practices are upheld.
• Assist in managing staff members’ and contractor’s travel
• Creating and maintaining paper files and digital files for all important documents
• Preparing presentations and budgets
• Project managing various projects, including creating budgets, ordering materials, issuing purchase orders, tracking delivery, and communicating updates to team members.
• Managing the corporate offices, offices in New York, Chicago, and Las Vegas, including landlord relations, utilities, cleaning crews, office supplies, and budgets.
• Manage professional and personal scheduling for the CEO, including agendas, mail, email, phone calls, client management, and other company logistics.
• Coordinate complex scheduling and calendar management, as well as content and flow of information to senior executives.
• Manage senior executives’ travel logistics and activities, including accommodations, transportation, and meals.
• Provide administrative and office support, such as typing, dictation, spreadsheet creation, and maintenance of the filing system and contacts database.
• Maintain professionalism and strict confidentiality with all materials
• Organize team communications and plan events, both internal and off-site
• Conducting market research
• Supporting the sales and marketing team with research, proposal development, and other tasks

Required skills and qualifications

• Four or more years of experience in an administrative role reporting directly to upper management
• Excellent written and verbal communication skills
• Strong time-management skills and an ability to organize and coordinate multiple concurrent projects
• Proficiency with office productivity tools and an aptitude for learning new software and systems
• Flexible team player, willing to adapt to changes and unafraid of challenges
• Ability to maintain confidentiality of information related to the company and its employees
• Experience supporting sales and marketing activities
• Experience developing management, client, and sales presentations
• Expert-level experience with Google Docs, PowerPoint, Word, and Excel

Preferred skills and qualifications

• Experience in overseeing budgets and expenses
• Experience in developing internal processes and filing systems
• Experience in television production