Executive Assistant and Office Manager

Essential Duties and Responsibilities include the following. Other duties may be assigned.

• Manage and maintain calendar for the CEO, ensuring efficient scheduling and prioritization of meetings, appointments, and events.
• Serve as the primary point of contact for internal and external stakeholders, clients, and partners, ensuring seamless communication and coordination.
• Handle confidential communications with discretion and professionalism, maintaining the highest levels of trust and confidentiality.
• Act as a bridge between the CEO and other departments, ensuring effective and timely information flow across teams.
• Schedule and coordinate quarterly Board of Directors’ meetings and committee calls.
• Prepare and distribute quarterly board meeting books, ensuring all materials are organized and delivered on time.
• Handle incoming communications (calls, emails, etc.), acting as a gatekeeper and ensuring all matters are addressed in a timely and efficient manner.
• Arrange and coordinate all travel arrangements, including commercial and private flights, accommodations, and transportation for the Executive Department.
• Prepare meeting materials, including reports and presentations, and ensure all documents are confidentially handled.
• Assist with financial reporting, budgeting tasks, processing expense reports, and supporting the CEO with financial documents.
• Conduct research as needed for the executive team.
• Attend meetings on behalf of executives for training or other matters, when requested, and act as a representative for the CEO.
• Serve on company committees assigned, providing administrative support and contributing to initiatives.
• Assist with managing and tracking key company projects, ensuring they are completed on time and within scope.
• Prepare key reports, agendas and presentations for the executive team, shareholders, or board of directors.
• Schedule and organize internal and external meetings, conference calls, and video conferences.
• Take meeting minutes, distribute action items, and follow up on decisions made during meetings.
• Maintain office organization, ensuring the executives have the resources and support needed to operate effectively.
• Demonstrate regular and consistent attendance, showing a commitment to responsibilities and timelines.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Professional Skills:

• Have a working knowledge of executives’ duties and company policies.
• Have good understanding of company’s industry, industry events and organizations.
• Have good poise and people skills to interact with visitors, company personnel, industry contacts, or community groups.
• Must be a team player and desire to work in a fast-paced environment with high volume.
• Must be able to have a strong & positive working relationship with all employees.
• Exceptional communication skills, both written and verbal.
• Strong organizational skills and attention to detail.
• Proficiency with Microsoft Office Suite, Google Workspace, and project management tools (e.g., Asana, Trello).
• Strong time management abilities, able to prioritize tasks effectively and handle multiple assignments simultaneously.
• Basic financial literacy and ability to work with financial data, reports, and presentations.
• Discretion and the ability to handle confidential matters with professionalism and tact.

Education/Experience:

Bachelor’s degree in Business Administration, Management, Finance, Communications, Accounting, or a related field is preferred.

A Master’s in Business Administration (MBA) or relevant certifications are a plus.

Minimum of 3 - 5 years as an executive assistant, particularly in directly supporting a CEO is required.

Previous experience in a corporate or fast-paced business environment is highly desirable. Knowledge of financial terminology and experience of preparing financial documents is also desirable.

Certificates, Licenses, Registrations:

None

Language Ability:

Must have good command of the English language, including understanding of sentence structure and content, proper spelling and use of words, and grammar. Must have the ability to read, interpret and understand information and ideas presented in writing and through spoken words and sentences. Must be able to effectively communicate information in writing or speaking so others will understand.

Math Ability:

Must have the ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions and decimals. Must be proficient in the use of a calculator.

Reasoning Ability:

Must be able to apply general rules to specific problems and to combine seemingly unrelated pieces of information to form general conclusions. Must be able to apply common sense to recognize potential problems and provide reasonable options for solution. Must have an understanding to carry out detailed written or oral instructions.

Computer Skills:

Must be proficient in word processing, spreadsheets, PowerPoint, Excel, Outlook, database software, email and other software as needed. Must be adaptable and quick to learn new office technologies.

Supervisory Responsibilities:

The position has no direct supervisory responsibilities.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the environment is moderate.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit and use hands to finger, handle, or feel. The employee frequently is required to reach with hands and arms. The employee is occasionally required to stand; walk; climb or balance; stoop, kneel, crouch, or crawl; and talk or hear. The employee must occasionally lift and/or move up to 40 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.