Executive Assistant

Description

JOB TITLE: Executive Assistant 

EMPLOYER: Twelfth One, LLC dba Aspen Infusion 

DEPARTMENT: Administration

REPORTS TO: Chief of Staff 

EFFECTIVE DATE: 3/9/2025 

SUMMARY: Provide support to the CEO with a high level of professionalism and in a manner that reflects positively on the organization. Support the organization in completing reporting and special projects for the CEO and executive leadership team. 

KEY RESPONSIBILITIES:

Decision Making

• Manage sensitive matters with a high level of confidentiality and discretion, especially decisions directly impacting the organization. 
• Conserve the Executive's time by reading, researching, collecting, and analyzing information as needed, in advance. 
• Manage the CEO's contacts. 
• Use discretion, confidentiality, and good judgment to handle C-Level matters. 
• Represent the company and the CEO in a positive light through great follow-through skills and sound judgment 

Administrative

• Sustain a daily calendar of meetings and events. 
• Organize complex calendars and schedules; resolving any scheduling issues. 
• Provides meeting support and coordination, including agendas, materials, presentation prep, minutes (if needed), and follow-up as necessary. Prepare presentations, agendas, reports, special projects, and other documents in support of objectives for the organization. 
• Arrange travel and accommodations for the CEO. Prepare CEO expense reports. 
• Print Checks for the CEO to approve and sign. 
• Screen incoming telephone calls; take and deliver accurate messages; respond to requests by gathering and providing information and referring non-routine calls to the appropriate staff. 
• Be responsive to emails/texts/phone calls, with contact outside normal business hours. 

Collaboration and Communication 

• Excellent communication and time management skills; proven ability to meet deadlines. 
• Draft and prepare correspondence for internal announcements and external communication 
• Ability to function well in a high-paced environment; 
• Welcome the Executive’s guests by greeting them, in person or on the phone; answering or directing inquiries.

Requirements

QUALIFICATIONS

• Bachelor's degree required. 
• 3 years of related experience required in working in an executive assistant role supporting C-Level executives. 
• Advanced Proficiency in Google Docs, Google Calendar, etc. 
• Ability to communicate effectively and professionally. 
• Flexible hours as dictated by the needs of the business for projects and meetings. 
• Business sense: has a strong business sense and can prioritize and make sound decision calls when needed. 
• Commitment to excellence: perform duties at the highest level possible on a consistent basis. 
• Excellent communicator: able to interact with people of all levels in a confident, professional manner. 
• Demonstrate the ability and temperament to work with sensitive information. 
• Team player: have team-oriented experience and approach. 
• Service focus: dedicated to meeting the expectations of the CEO and other senior executives by maintaining effective relationships with interested parties. 
• Ability to think outside of the box with a sense of urgency 

KEY COMPETENCIES

• Organizational Skills 
• Time Management Skills 
• Excellent Communication 
• Confidentiality 
• Multitasking 
• Attention to Detail 
• Adaptability 
• Problem Solving 

PHYSICAL REQUIREMENTS

• Prolonged periods of sitting, standing, or working at a computer. 

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities or physical requirements. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.