What are the responsibilities and job description for the Executive Assistant position at CTI Environmental, Inc.?
Executive Assistant
Summary: Reporting directly to the President and CEO, the Executive Assistant provides executive support as well as oversight for the office. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining the CEO.
The Executive Assistant must be creative and enjoy working within a small, entrepreneurial environment that is mission and results-driven. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities.
The Executive Assistant will have the ability to work independently on projects from conception to completion, serves as liaison between vendors and clients and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
Roles and Responsibilities of Executive Support
Completes a broad variety of administrative tasks for the CEO including: managing
an active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
Ensures that the CEO's bio and other collateral information is kept updated and responds to requests for materials regarding the CEO and the organization in general
Edits and completes first drafts for written communications
Follows up on contacts made by the CEO and supports the cultivation of ongoing relationships
Plans, coordinates and ensures the CEO's schedule is followed and respected.
Communicates directly, and on behalf of the CEO on matters related to CEO's and company's initiatives.
Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
Responsible for overseeing execution of projects and serving as liaison between vendors and clients
Works closely and effectively with the CEO to keep her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a 'barometer,' having a sense for the issues taking place in the environment and keeping the CEO updated.
Responsible for management of administrative staff providing clerical support to the office, including workforce staff and interns
Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the CEO's ability to effectively lead the company.
Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
Qualifications
Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors
Expert level written and verbal communication skills
Highly resourceful team-player, with the ability to also be extremely effective independently
Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment
Education and Experience Requirements
Bachelor's degree or related work experience
Strong work tenure: five to 10 years of experience supporting High Level Leaders/ Executives, preferably in a for-profit environment
Experience and interest in internal and external communications, and partnership development.
Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms
Experience in environmental or construction industry is a plus
Proposal writing experience is a plus
