Executive Assistant to CEO

SUMMARY: This position provides administrative support to the Chief Executive Officer while overseeing HR functions and managing office operations.

DUTIES AND RESPONSIBILITIES:

Executive Support:

· Compose, edit, and proofread a variety of documents, including sensitive and confidential materials (e.g., correspondence, reports, contracts, personnel documents).

· Manage the CEO’s calendar, schedule appointments, and ensure all relevant parties are informed.

· Review the CEO’s calendar daily to prepare for meetings, attend on their behalf when necessary, and ensure meeting minutes are documented and distributed.

· Coordinate meetings, including preparing and distributing agendas and materials.

· Arrange group and individual meetings with employees, consultants, and vendors; record meeting minutes as directed.

· Coordinate travel arrangements, car service, and hotel bookings.

· Plan and coordinate company events, including the annual Holiday party, client gatherings, and luncheons, with occasional attendance at evening events throughout the year.

· Assist with the Long Island Imagine Awards application process, nominee visits, and attend the awards dinner each April/May.

· Greet visitors in a courteous and professional manner.

Office Management:

· Ensure the office is maintained and clean, coordinating with the cleaning service as needed.

· Keep inventory of office and kitchen supplies, ordering as necessary to maintain stock (e.g., coffee supplies, paper goods).

· Act as the primary liaison with the building manager for maintenance requests and office-related concerns.

HR & Administrative Support:

· Assist staff with scheduling meetings and addressing HR-related concerns.

· Work with TriNet (outsourced HR firm) on employee performance reviews, onboarding, and other HR matters.

· Conduct HR functions, including screening resumes, participating in interviews, and facilitating performance reviews.

· Support various administrative and operational needs as assigned by management.

QUALIFICATIONS:

· Associate’s degree (AA) or equivalent from a two-year college, or six months to one year related experience, or equivalent combination of education and experience.

· Computer skills required: Internet Software; MS Office: Word, Excel, Outlook; CRM Software a plus

· Other skills required:

o Effectively manage multiple priorities while supporting daily office operations.

o Detail oriented, with a “Big Picture” proactive approach to their work, anticipating the needs of the leadership team.

o Commitment to excellence and high standards.

o Ability to work on projects with general direction and minimal guidance.

o Ability to deal effectively with a diversity of individuals at all organizational levels

Job Type: Full-time

Pay: From $55,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Ability to Commute:

• Hauppauge, NY 11788 (Preferred)

Ability to Relocate:

• Hauppauge, NY 11788: Relocate before starting work (Preferred)

Work Location: In person

Salary : $55,000