What are the responsibilities and job description for the Executive Assistant & Events Manager position at Park Square Homes?
Job Description
Job Description
We are seeking a highly skilled and proactive Executive Assistant for the CEO to serve as a vital partner in driving the efficiency and effectiveness of the CEO and executive team. This dynamic role calls for exceptional organizational expertise, unwavering discretion, and the ability to excel in a fast-paced, ever-evolving environment. Beyond managing day-to-day operations, the ideal candidate will take full ownership of planning and executing a range of impactful events, from intimate department gatherings to company-wide celebrations and corporate retreats, ensuring seamless coordination and memorable experiences.
Administrative Excellence
Manage the CEO’s daily calendar, including scheduling meetings, preparing agendas, and ensuring time is used effectively.
Draft correspondence, reports, presentations, and other professional documents.
Write, create, and organize responses to general correspondence, memos, charts, tables, graphs, and business plans.
Handle confidential and non-routine information related to the CEO’s business, including personal needs, to optimize their time.
Arrange complex travel itineraries, accommodations, and logistics and prepare detailed expense reports.
Act as a backup to other Executive Assistants when necessary.
Communication & Liaison
Serve as a primary point of contact for internal and external stakeholders, including clients, vendors, and visitors.
Act as a liaison between the CEO and internal / external stakeholders, ensuring efficient communication and timely follow-ups.
Facilitate communication between departments and ensure the dissemination of information.
Handle sensitive matters with discretion, confidentiality, and professionalism.
Collaborate closely with the Chief of Staff and a fellow Executive Assistant to provide seamless, integrated support for the Office of the CEO.
Event Planning
Plan, coordinate, and execute company events such as annual retreats, board meetings, team-building activities, and client events.
Manage budgets, vendor relationships, and event logistics, ensuring a seamless experience for all participants.
Organize and coordinate office events, including team-building activities, holiday parties, workshops, and celebrations.
Order catering for meetings and special events, ensuring dietary preferences and restrictions are accommodated.
Special Projects
Oversee and execute special projects, including initiatives to enhance internal workflows and external relations.
Document workflows, procedures, and outcomes to streamline future projects and ensure organizational alignment.
Organize companywide events, office seating arrangements, renovations, and maintenance tasks.
Coordinate communication with internal and external stakeholders, provide regular project updates and address concerns.
Manage family office requests as needed.
Office Support
Support office administration by maintaining organizational systems, contact databases, and filing systems (printed and electronic).
Document management, including filing, faxing, copying, and arranging pick-ups and deliveries for critical documents / items.
Greet and assist guests visiting the CEO and executive team.
Organize and manage expense reports, credit card statements, and general office records.
Family Office Support
Provide part-time management of the Aggarwal and Gupta Family Foundation (AGFF).
Run personal and corporate errands as necessary.
Escalated Situations
Provide customer and team member care in escalated situations, ensuring issues are handled efficiently and professionally.
Preferred Attributes
A proactive problem-solver who anticipates the CEO’s needs and takes initiative.
Exceptional time management skills and a commitment to meeting deadlines.
A team player who contributes positively to the company culture and fosters collaboration.
High emotional intelligence, professional demeanor, and the ability to engage with stakeholders at all levels.
Creativity and adaptability when planning and executing events.
Stress management when solving problems.
Interacting with individuals at all levels of the organization, vendors, and the public.
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