What are the responsibilities and job description for the Executive & Office Assistant to the Chief Executive position at McDonough Innovation?
About the Role
We are seeking a highly organized, proactive, and discreet Executive Assistant to support our Chief Executive and oversee office operations. This role is ideal for someone who thrives in a fast-paced, ever-changing environment and can seamlessly handle both professional and office management tasks.
The right candidate will be detail-oriented, tech-savvy, and highly professional, with exceptional communication skills. They will play a crucial role in ensuring the efficiency of the Chief Executive’s schedule, meetings, and daily operations, and office environment.
Key Responsibilities
Executive Support:
- Manage the Chief Executive’s daily calendar, scheduling calls, meetings, and appointments.
- Conduct daily check-ins and reviews to prioritize urgent tasks.
- Organize and draft email correspondence, flagging urgent matters.
- Prepare for all meetings, ensuring the CEO is equipped with the necessary materials.
- Coordinate travel arrangements, including flights, accommodations, and ground transportation.
- Maintain and organize digital tools and resources for an efficient workflow.
- Manage and liaise with a virtual assistant to support operations.
- Ensure the CEO’s workspace is organized and fully stocked.
- Order meals and handle personal errands as needed.
Office Management:
- Maintain the office space, ensuring a clean, organized, and fully stocked environment.
- Order and maintain café and kitchen supplies.
- Manage the office phone, handling calls and coordinating deliveries.
- Oversee office equipment, ensuring all devices are in working order and troubleshooting minor issues.
- Coordinate with building maintenance and cleaning crews for repairs and upkeep.
- Ensure smooth day-to-day office operations, addressing any administrative needs.
- Coordinate office functions, including lunch meetings, special guests, and holiday events.
Qualifications & Skills Required
- Extreme attention to detail and ability to anticipate needs.
- Excellent verbal and written communication skills.
- High level of discretion and professionalism when handling confidential matters.
- Ability to work quickly and adapt to changing priorities.
- Proficiency in Apple and Microsoft Office products.
- Experience using G Suite (Google Calendar, Gmail, Google Drive) and file-sharing platforms.
- Comfortable with online productivity platforms to enhance efficiency.
- Strong problem-solving skills and ability to take initiative.
- Experience managing office operations, vendors, and maintenance teams is a plus.
Why Join Us?
- Work directly with a high-level executive and gain valuable experience.
- Oversee and enhance office operations in a dynamic environment.
- Competitive compensation.
How to Apply
If you are an organized, proactive, and detail-oriented professional looking for an exciting role, we’d love to hear from you!
To apply, please submit:
- Your resume
- A brief cover letter detailing why you're the perfect fit for this role
Send applications to media@mcdonough.com with the subject line "Executive & Office Assistant Application – [Your Name]"