Executive Assistant to the CEO

Description

The Executive Assistant to the CEO is a dynamic, multi-faceted role to support the CEO and ensures the efficient functioning of the Helios corporate office. This role provides detailed administrative support through the performance of tasks to ensure smooth operations, allowing the CEO to focus on strategic priorities. This role requires a combination of project management, administrative skills, office management, and Board of Directors communication/collaboration.

Duties/Responsibilities:

• Executive Support
  • Act as the primary point of contact between the CEO and internal/external stakeholders
  • Manage the CEO's calendar, schedule, and appointments
  • Coordinate the CEO’s travel arrangements and expense reports
  • Manages documents, including the preparation and organization of materials for meetings, ensuring the CEO is well-prepared for all engagements
• Board of Directors Liaison
  • Coordinate Board meetings, including agenda preparation, distribution of materials, travel arrangements, and meeting logistics
  • Arrange meeting room spaces to ensure comfortable setting for various Board meetings throughout the year
  • Facilitate communication between the CEO and Board members, ensuring timely and accurate information flow
• Communication and Coordination
  • Facilitate effective communication within the executive team, across departments, and with the Board of Directors
  • Draft, review, and edit correspondence, presentations, and reports on behalf of the CEO
  • Coordinate and follow up on action items resulting from meetings
• Project Management
  • Oversee and manage key projects on behalf of the CEO, ensuring timely completion
  • Work with various departments to align project goals with overall organizational objectives
  • Organize quarterly leadership meeting logistics and agenda items
• Office Management
  • Optimize the day-to-day operations of the Helios office through the order management of office supplies, equipment maintenance, and coordination of office services
  • Liaise with other departments to resolve administrative issues and improve workflow
  • Foster a positive and collaborative working environment
  • Arrange office furniture and tidy meeting rooms to accommodate an orderly and conducive work environment
• Confidentiality and Discretion
  • Handle sensitive information with utmost confidentiality and discretion
  • Manage confidential projects and information in a secure manner
     

Qualifications

Required Skills and Abilities:

• Operates with an extreme sense of organization and professionalism
• Meticulously detail-oriented and committed to delivering high-quality work
• Ability to prioritize tasks, manage multiple projects simultaneously, and meet deadlines effectively
• Understands confidentiality demonstrating an ability to handle sensitive information
• Possess strong communication with excellent written and verbal skills
• Strong interpersonal skills and the ability to build relationships at all levels
• Proactive and resourceful in addressing challenges and problem-solving
• Flexibility and adaptability to handle dynamic work environments
• Proficiency in Microsoft Office Suite of products, with advanced knowledge of PowerPoint
• Ability to travel from time to time

Education and Experience:

• Bachelors Degree (or equivalent) preferred and 5 years proven experience as an Executive Assistant in a corporate setting, preferably in a global, public company
• Experience with Board of Directors' communication, and Board Committee support (agendas, minutes, etc.) preferred
• Must have experience in supporting leadership teams in a fast-paced and demanding work environment