Position Title: Executive Assistant to CEO and President

Location: Rockville, Maryland (MD), USA and/or Hybrid

Department: Executive Office

Reports To: CEO and President

Employment Type: Full-time

Salary Range: [$80,000 ~ $100,000] Job Summary:

The Executive Assistant to the CEO and President will provide high-level administrative support to ensure the efficient operation of the executive office. This role requires a detail-oriented and proactive individual with excellent organizational and communication skills. The Executive Assistant will manage complex schedules, coordinate meetings, handle confidential information, and assist with special projects to support the strategic objectives of the organization. Key Responsibilities:

Administrative Support:

• Manage and prioritize the CEO and President’s calendar, including scheduling meetings, appointments, and travel arrangements.
• Review, and manage correspondence, presentations, and reports.
• Handle emails, and other communications on behalf of the CEO and President.
• Maintain organized records and files, ensuring confidentiality and security of information.

Meeting Coordination:

• Coordinate executive meetings, including assisting with preparing agendas, taking minutes, and following up on action items.
• Arrange and support board meetings, committee meetings, and other high-level gatherings.
• Ensure all logistical aspects of meetings are handled efficiently, including venue selection, catering, and technical requirements.

Project Management:

• Assist in special projects and initiatives led by the CEO and President.
• Track project progress, deadlines, and deliverables, ensuring timely completion.
• Conduct research and compile data to support various projects and decision-making processes.

Communication Liaison:

• Act as a liaison between the CEO and President and internal/external stakeholders.
• Facilitate communication with external partners.
• Represent the executive office in a professional and courteous manner.

Event Planning:

• Plan and coordinate corporate events, including conferences, retreats, and company-wide meetings.
• Handle logistics, budgeting, and vendor relations for events.
• Ensure events align with the organization’s objectives and are executed smoothly.

• Bachelor’s degree in Business Administration, Communications, or a related field.
• Minimum of 5 years of experience as an executive assistant or customer management/service position.
• Advanced proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).
• Excellent organizational and multitasking abilities.
• Superior written and verbal communication skills.
• High level of discretion and confidentiality.
• Strong problem-solving skills and attention to detail.
• Ability to work independently and as part of a team.
• Fluent in English

• Experience in supporting C-level executives or as a customer service professional.
• Certification in project management or administrative support (e.g., CAP, PMP).
• Experience in a corporate environment with exposure to executive and board-level interactions.
• Fluent in Japanese 

• Standard office environment with very occasional travel for meetings and events.
• Occasional remote work environment
• May require extended hours during peak periods or for special projects.

Interested candidates should submit their resume, cover letter, and references to [careers@zetta-joule.com] by July 10th, 2024 .

ZettaJoule, Inc., is an equal-opportunity employer and values diversity in the workplace. We encourage all qualified individuals to apply.

Please note that this job description is intended to provide a general overview of the position and is not exhaustive. The company reserves the right to modify the job description as necessary.