Senior Executive Assistant and Chief of Staff

Overview

 The Chief of Staff provides high-level administrative support to the CEO and senior leadership team. This role involves managing key projects, leading meetings, organizing executive schedules, and ensuring seamless communication across the organization. The Chief of Staff will act as a strategic facilitator, ensuring operational efficiency and coordinating projects to align with Sonrava goals while taking the lead on day-to-day administrative functions.

Responsibilities

• Assist in the development and execution of the organization’s strategic objectives.
• Coordinate with department heads to ensure the alignment of departmental goals with overall business strategy.
• Track progress against key initiatives and report on outcomes to the executive team.

• Act as a key advisor to the CEO, offering strategic advice and insights on critical business decisions.
• Support the CEO and leadership team in drafting reports, preparing presentations, and creating strategic documents.
• Handle sensitive information with confidentiality and professionalism.
• Monitor and ensure follow-up on important internal and external communications.
• Prepare briefing materials, presentations, and reports for the CEO or other senior leaders.

• Manage the executive’s calendar, appointments, and travel arrangements, ensuring efficient use of time.
• Organize and prioritize communications for the CEO and senior leadership, including emails, phone calls, and meeting requests.
• Prepare briefing documents, agendas, and presentations for leadership meetings.
• Handle a variety of administrative tasks, including maintaining records, managing documents, and ensuring timely follow-up on key issues.
• Serve as a point of contact between the CEO and key internal and external stakeholders.
• Prepare and organize meeting agendas, presentations, and reports for executive review.
• Act as a liaison between executives and internal/external stakeholders.

• Lead and coordinate weekly leadership team meetings, including setting agendas, facilitating discussions, and ensuring action items are assigned and tracked.
• Lead cross-departmental meetings to review project progress and address any roadblocks.
• Prepare meeting materials, track deliverables, and follow up on outstanding action items.
• Ensure meetings stay on schedule, with clear outcomes and next steps.
• Communication & Coordination:
• Handle confidential and sensitive information with discretion.
• Coordinate with other team members and departments to ensure smooth operations.
• Slides & Presentations: Assist in the preparation, updating, and refinement of presentations, ensuring they are visually engaging and aligned with executive objectives.
• Proofreading & Summarizing: Provide support in proofreading documents, meeting notes, and summarizing key takeaways to ensure clarity and accuracy.
• Tracking Initiatives: Track ongoing initiatives and projects, ensuring timely updates are provided to the executive team and stakeholders.

• Oversee the administration of ongoing Sonrava projects by ensuring timelines, resources, and team members are aligned and tasks are completed efficiently.
• Act as the main point of contact for project updates, ensuring that all relevant stakeholders are informed of progress.
• Help with project planning, scheduling, and resource management to ensure successful and timely project delivery.
• Monitor multiple projects simultaneously, keeping the CEO and senior leadership team updated on status and helping to resolve any issues that arise.

• Act as a liaison between departments to ensure collaboration and smooth communication.
• Support interdepartmental projects by organizing resources and acting as a facilitator to drive progress.
• Monitor departmental performance and align activities with the organization’s strategic goals.

• Lead special projects initiated by the executive team, such as preparing reports, overseeing organizational changes, or launching new initiatives.
• Coordinate the execution of ad-hoc projects, ensuring all deliverables are met and completed with high attention to detail.
• Support key organizational events, including preparing materials, managing logistics, and coordinating schedules.

• Facilitate communication between the CEO and other executives, department heads, and external partners.
• Represent the CEO or executive team in meetings as needed and ensure the flow of information is efficient and transparent.

• Provide mentorship and guidance to junior staff and senior leaders.
• Foster a culture of collaboration, transparency, and continuous improvement within the organization.

• Act as a point of contact for urgent issues, solving problems or escalating them to the appropriate party.
• Resolve internal conflicts or concerns with an objective approach to ensure a positive work environment.

Qualifications

• Proven experience in senior leadership or strategic role (e.g., Operations, Project Management).
• Experience in working directly with senior executives, preferably the CEO or board members.
•  
• Proven experience as an C Level Executive Assistant or in a similar administrative support role.
• Advanced proficiency in Microsoft Excel, including knowledge of macros, pivot tables, and data analysis.
• Strong communication skills, both written and verbal.
• Excellent organizational skills with the ability to prioritize and manage multiple tasks simultaneously.
• Detail-oriented and proactive, with a solutions-oriented mindset.
• Ability to work independently and in a team-oriented environment.
• Discretion and professionalism in handling confidential information.

• A bachelor's degree in business administration, management, or a related field (an MBA or equivalent advanced degree is often preferred).

• Superior organizational and time-management skills with keen attention to detail.
• Strong project management abilities, including the capacity to prioritize tasks and manage multiple deadlines simultaneously.
• Excellent written and verbal communication skills.
• Ability to manage competing priorities and handle sensitive matters with discretion.
• Proficient in using productivity and project management tools (e.g., Microsoft Office Suite, Google, etc).
• Experience in preparing reports, presentations, and high-level documentation.

• Proactive, self-starter with the ability to work independently and in collaboration with others.
• Strong leadership skills, capable of directing teams and managing processes.
• Comfortable working in a fast-paced, high-demand environment while maintaining professionalism.
• Ability to maintain a calm and organized approach in challenging situations.