Administrative Personal Assistant

Primary Purpose:

The Administrative and Personal Assistant will support the President, CEO, and Chairman of the Board. This position requires a highly organized, professional, and adept at managing a wide range of tasks and responsibilities ensuring all duties are completed efficiently on behalf of the President, CEO, and Chairman of the Board. The ideal candidate will excel in establishing priorities, maintaining a daily agenda, and facilitating effective communication for ongoing tasks and projects. This role will serve as a handler, managing logistics, schedules, communications, and more to ensure smooth and effective business operations.

Key Responsibilities and Essential Functions:

Administrative Support

• Complete tasks and responsibilities on behalf of the President, CEO, & Chairman, ensuring clarity and timely execution.
• Evaluate requests for meetings, prioritize accordingly, and ensure the President, CEO and Chairman is adequately prepared for meetings by conducting thorough discussions with requesters.
• Maintain a comprehensive open items list for ongoing tasks and projects, communicating with responsible parties and providing timely updates.
• Assist with special projects, including research and resource management, to support strategic initiatives.

Personal Assistance

• Manage personal tasks and errands to enhance focus on professional responsibilities.
• Travel up to 10% primarily regional driving, with occasional travel throughout the country to provide support as needed.
• Coordinate personal appointments, events, and activities, ensuring seamless execution.

Collaboration and Communication

• Work closely with the President, CEO & Chairman to establish a structured daily agenda and maintain priorities.
• Demonstrate professionalism in all interactions, ensuring confidentiality and discretion.
• Positively represent the office of the President, CEO & Chairman in words and actions, at times attending meetings or calls on his behalf.
• Provide updates and insights to ongoing organizational tasks and projects to facilitate completion and implementation.

Job Specifications:

• 7-10 years of experience as an executive assistant, or similar experience as a professional handler, required.
• An empathetic contributor with genuine understanding and consideration for the unique needs of the President, CEO and Chairman of the Board to foster a supportive working relationship.
• Strong adaptability skills adjusting to changing circumstances and preferences, ensuring a responsive approach to daily tasks.
• Due to the nature of the role and responsibilities of the President, CEO & Chairman, availability and accessibility outside of normal business hours is required.
• In addition to light travel, there will be occasions where the Assistant will join dinner meetings and/or social work events.
• Technical proficiency in using office software, project management tools to track tasks, deadlines, and progress on ongoing projects, along with the ability to quickly learn new tools that enhance productivity.
• Strong skills in time management, prioritizing tasks effectively to ensure critical responsibilities are addressed promptly.
• Ability to maintain confidentiality, exercise discretion, make solid judgements and act with integrity, professionalism and empathy.
• Excellent verbal and written communication skills to facilitate clear and direct interactions with staff and stakeholders