Executive Administrative Assistant

SUMMARY

The Executive Administrative Assistant enhances the Chief Executive Officer's and Company’s reputation by accepting ownership for accomplishing new and different requests; exploring opportunities to add value to job accomplishments. Provides support to the CEO by effectively managing schedules and performing a wide variety of business related, personal, complex, confidential administrative, analytical and research duties.  Duties performed require considerable, initiative, tact, mature & independent judgement.  This position requires leadership qualities such as adaptability, flexibility, dependability and accountability.  Much of the work is self-appointed and requires a high degree of professional independence, initiative, time management and self-discipline.  The ability to consistently and proactively anticipate needs, think critically and offer solutions to problems is required.

The role will be very stressful at times, as it can involve dealing with difficult or demanding people, often at very senior levels, and the work is always focused on the needs of the CEO. Requires working very closely with one person and requires the utmost professionalism even in stressful situations.

ESSENTIAL DUTIES AND RESPONSIBILITIES (other duties may be assigned)

Organizational Leadership, Professionalism & Personal Accountability:  As this position supports an executive in the organization, all behaviors of the individual in this role are a direct reflection on the company and its leadership and therefore this individual must seek to hold themselves to higher standards at all times:

• Always demonstrates leadership to maintain credibility, trust and support with internal staff
• Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the CEO updated.
• Provides leadership to build relationships crucial to the success of the organization and manages a variety of special projects some of which may have organizational impact.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures and scenario’s which require problem solving and making adjustments to plans.
• Improves quality results by studying, evaluating, and re-designing processes; implementing changes

Administrative Support Duties

• Manage and maintain CEO’s schedules, including scheduling travel and meetings, making appointments, and making changes to appointments.
• Answering and directing calls; taking messages. Reading, monitoring and responding to CEO’s email account.
• Keep executive and conference room area stocked and clean.
• Assist with visitors or customers lunch order management, room preparation and set-up for the Executive team.
• Greeting visitors and determining access to appropriate parties.
• Prepare reports, collect and analyze information; prepare presentations such as quarterly annual sessions.
• Prepare executive responses to routine memos, letters, or correspondence.
• Provide clerical and general office support. Delegate tasks and responsibilities to other team members when appropriate.
• Interact with customers when appropriate and problem solve. Document complaints and develop an appropriate course of action. Report problems to CEO when they cannot be resolved for attention.

Personal Support Duties

• Provide support and representation in social and personal realms of life of CEO, including but not limited to errands, appointment management, personal shopping, event management, vacation & trip planning and special projects.
• Manage errands, such as picking up dry cleaning, returning presents, and going on coffee runs.

Salary : $18 - $30