Office Executive Assistant

Position Summary:

The Office Executive Assistant plays a critical role in supporting the daily operations by providing high-level administrative and organizational support to the Chief Executive Officer (CEO). This role is responsible for managing schedules, coordinating travel, facilitating communication, and ensuring seamless office functions. The ideal candidate is exceptionally organized, detail-oriented, professional, and capable of handling multiple priorities with discretion and efficiency.

Key Responsibilities:

• Provide comprehensive administrative support to the CEO, including calendar management, travel arrangements, expense reporting, and correspondence. Arrange travel, including organizing the schedule of company jet, and accommodations for CEO and any other senior leadership who may travel with the CEO. Communicate all travel arrangements, travel schedules, and accommodation details with others who need to know. Respond to last minute changes and quickly reorganize travel needs for all travelers.

• Serve as a key liaison between the CEO and internal/external stakeholders, always maintaining professionalism and confidentiality.
• Manage office communications and workflows to ensure smooth day-to-day operations.
• Coordinate meetings, prepare agendas, and ensure all materials and logistics are in place.
• Answer and direct incoming calls from the Novae Markle mainline to appropriate departments or personnel.
• Track and follow up on action items, deadlines, and deliverables on behalf of the CEO.
• Maintain and organize electronic and physical files, reports, and confidential documents.

• Screen, prioritize, and manage phone calls, emails, and other communications to ensure that the executive’s focus remains on strategic priorities. Drafting and responding to correspondence, organizing mail, filing / scanning / printing paperwork, as requested.
• Manage expense reports for CEO for timely submission and reimbursement; organize receipts, complete reimbursement forms with proper cost coding and authorizations, and submit to accounting.
• Organize details for Board Meeting for CEO and other senior staff as requested, including all logistics of travel, support content preparation, and coordinate planning with liaison from investment partner.
• Organize details of the Town Hall meetings and large group meetings held by the CEO, including setting up Zoom meetings and supporting content preparation.
• Liaise with internal staff at all levels on behalf of CEO.
• Ensure compliance for flight logs by accurately recording flight data for Novae Aero’s jet when pertaining to travel of CEO and/or other senior staff.

• Perform general office tasks including maintaining records, upkeep of travel log, ordering supplies, and basic bookkeeping.
• Assist in other areas and perform other duties, as needed. (This is not intended to be a comprehensive list of activities, duties, or responsibilities required for this job.)
• Be available outside of standard business hours to coordinate urgent travel or schedule changes, as needed.

Qualifications and Requirements

• Associate’s Degree in business related field required or the equivalent demonstrated skills, abilities, and experience. Bachelor’s Degree preferred.
• High level proficiency in Microsoft Office software, quickly adaptable to learn updates and new software.
• Ability to think independently and adapt quickly; without much supervision.
• Excellent verbal and written communication skills.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines in order to prioritize responsibilities in a timely manner.
• Requires excellent communication and interpersonal skills and ability to provide information and service to a wide range of internal and external contacts.
• Ability to maintain confidentiality and handle sensitive information with discretion and professionalism.
• Ability to function well in a fast-paced and rapidly changing environment, adaptability.