What are the responsibilities and job description for the Executive Assistant position at JConnelly?
Role Summary: Reporting directly to the CEO, the Executive Assistant provides executive, administrative, and development support. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO.
Responsibilities:
- Assists the CEO with daily administrative duties and completes a broad variety of administrative tasks that include managing an active calendar of appointments; completing expense reports; composing and preparing correspondence.
- Arrange complex and detailed travel plans for Executive Team when requested including itineraries, agendas and compiling documents for meetings
- Coordinates logistics with high-level meetings both internally and externally. Coordinates meetings and strategic activities with the executive team, leadership team, and members of JConnelly staff
- Handle confidential materials and correspondence discreetly
- Act as CEO gatekeeper: Handle requests from colleagues and clients for CEO as a resource (e.g. reports, information, decision follow up, etc.)
- Make requests of other employees for tasks, information or reports & follow up
- Record and distribute minutes from executive meetings and other meetings, as needed. Follow up with open items
- Maintain files of reference materials for projects or clients as needed
- Answer and screen incoming calls. Initiate outgoing calls as requested
- Keep CEO on top of all activities, correspondence and deadlines
- Acts as a steward of the JConnelly brand, consistently representing and reflecting the Company’s core values, approach and high standards of excellence in all client, media and public interactions
- Performs other duties as assigned
Education: College degree; or equivalent related business experience
Experience & Expertise:
- College degree; or equivalent related business experience
- Five to ten years providing support for upper-level management
- Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
- Excellent interpersonal, communication, problem-solving and customer service skills
- Excellent organization and prioritization skills, with the ability to handle multiple priorities and deadlines.
- Proficiency with various software applications including the full Office suite
- Ability to work with a broad range of people including clients, management and employees
- Knowledge of PR related software (Cision, Meltwater, TrendKite, Sprout, Hootsuite) is preferred but not required
- Knowledge of communication software (Zoom, Microsoft Teams, Intercall, etc) is preferred but not required