Executive Assistant

Description

Job Overview:

Provides comprehensive support to our CEO and Co-Founder/Head of Client and Partner Group. This individual is responsible for managing a wide range of administrative, organizational, and personal tasks to ensure the smooth operation of the office and enhance the productivity of our leadership team.

Key Responsibilities:

• Proactively manage and maintain the CEO and Co-Founder's schedules, including arranging meetings, appointments, and travel arrangements.
• Coordinate with internal and external stakeholders to schedule meetings, conference calls, and events.
• Anticipate scheduling conflicts and proactively resolve them to optimize the executives' time.
• Serve as the primary point of contact for the CEO and Co-Founder, screening and prioritizing incoming communications.
• Draft and prepare emails, memos, presentations, and other documents on behalf of the executives.
• Manage administrative functions, including answering phone calls, submitting expense reports, responding to inquiries, and handling requests in a timely and professional manner.
• Oversee the day-to-day operations of the executive office, including maintaining office supplies, equipment, and facilities.
• Coordinate with vendors, service providers, and building management to ensure a well-functioning office environment.
• Implement and maintain organizational systems and procedures to enhance efficiency and productivity.
• Provide administrative support for various projects and initiatives led by the CEO and Co-Founder.
• Conduct research, gather data, and prepare reports to support decision-making and strategic planning.
• Assist with presentations, proposals, and other materials as needed.
• Handle personal tasks and errands for the CEO and Co-Founder, including managing personal appointments, travel arrangements, and household matters.
• Maintain confidentiality and discretion when handling sensitive personal information.

Requirements

Required Qualifications:

• Bachelor's degree preferred.
• Proven experience as an Executive Assistant, Personal Assistant, or similar role supporting C-level executives.
• Exceptional organizational and time management skills, with the ability to prioritize tasks and manage multiple deadlines.
• Strong communication and interpersonal skills, with a professional and approachable demeanor.
• Proficiency in Microsoft Office suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
• Discretion and confidentiality in dealing with sensitive information.
• Ability to work independently with minimal supervision and as part of a team.
• Flexibility and adaptability to meet changing priorities and deadlines.
• Previous experience in office management or facilities coordination is a plus.
• Must be in the office 4-5 days per week.

Success Factors/Job Competencies:

• Demonstrates flexibility and resilience in response to changing priorities, deadlines, and situations. Adapts quickly to new environments and circumstances, maintaining a positive attitude and focus on achieving goals.
• Takes proactive steps to anticipate needs, solve problems, and support the executives effectively. Shows a willingness to take on additional responsibilities and challenges without needing constant direction.
• Pays meticulous attention to detail in all tasks and communications, ensuring accuracy and thoroughness. Consistently produces high-quality work with minimal errors.
• Possesses strong organizational skills and the ability to effectively manage multiple tasks, projects, and deadlines simultaneously. Maintains orderly systems for information management, scheduling, and office administration.
• Communicates clearly, professionally, and persuasively in written and verbal interactions with internal and external stakeholders. Listens actively and attentively to understand instructions, requests, and feedback.
• Analyzes complex issues and identifies practical solutions to address challenges or obstacles. Demonstrates resourcefulness and creativity in finding innovative ways to optimize processes and improve efficiency.
• Handles sensitive information and confidential matters with the utmost discretion and integrity. Respects the privacy of the executives and maintains confidentiality in all communications and interactions.
• Works collaboratively with colleagues and stakeholders to achieve common goals and objectives. Builds positive relationships based on trust, respect, and mutual support.
• Manages time effectively and prioritizes tasks based on importance and urgency. Demonstrates an ability to meet deadlines and deliver results within established timelines.
• Represents the executives and the company with professionalism, integrity, and diplomacy in all interactions. Upholds ethical standards and fosters a positive and inclusive work environment.