Executive Assistant

Executive Assistant

About the Role:
The Executive Assistant will be responsible for providing comprehensive administrative support to the CEO/President as well as the company as a whole.  The Executive Assistant will be asked to arrange travel, schedule meetings, handle correspondence, maintain files and databases, and other personal and professional duties as assigned by the CEO/President. In addition, the Executive Assistant will support the Administrative team with other in-office duties, ensuring smooth day-to-date operations.

Responsibilities:

· Provides administrative and personal support through a variety of tasks for the CEO/President including: arranging travel, completing expense reports, and composing and preparing correspondence

· Works closely with the CEO/President to keep him well informed of upcoming commitments and deadlines, following up as needed

· Identifies and resolves issues that arise for CEO/President regarding travel plans and technology, troubleshooting quickly to find a solution

· Prepares and revises power point presentations, excel documents and other business documents as needed by the CEO/President or administrative team

· Coordinates weekly catering orders for office

·  Manages outside vendor meetings, to include restaurant reservations, catering orders, travel itineraries, and in-office preparation of meeting spaces

· Orders client and vendor gifts, as needed and directed by senior leadership, and handles holiday client gift list for entire company

· Provides maintenance of filing systems and contact database

· Organizes quarterly company events and outings, including facility rentals, catering orders, company communications and payment

· Helps to plan and execute internal employee celebrations and milestones

· Performs office tasks like ordering supplies, maintaining kitchen area, and answering phones

· Creates agendas and prepares minutes of meetings for weekly and monthly company and management meetings

· Provides support to finance team by entering vendor bills, processing expense reports and reconciling credit cards

· Collaborates with HR team on new hire orientation, ordering business cards, company apparel and other new employee items

Qualifications:

· Prior experience as an Executive Assistant

· Excellent knowledge of Microsoft Office, Outlook, PowerPoint and Excel

· Strong organizational and problem-solving skills

· Ability to stay calm under pressure

· High level of confidentiality

· Occasional weekend work may be required, as needed by CEO/President