Executive Assistant

The Executive Assistant will serve as an essential team player and driver of the CEO and the Executive team. Organized, professional, and detail-oriented, the Executive Assistant will ensure on-time and on-track execution of key initiatives across the organization. In a dynamic, fast-paced environment, the Executive Assistant will be an exceptional communicator that prioritizes schedules and tasks to meet executive goals. The ideal candidate will be able to independently solve problems, take initiative, and motivate cross-functional team members at all levels of the organization.

Essential Functions:

To accomplish this job successfully, an individual must be able to perform satisfactorily, with or without reasonable accommodation each stated essential function. Reasonable accommodation may be made to help enable qualified individuals with disabilities to perform the essential functions.

1. Coordination:

a. Efficiently manage and coordinate executive calendars, scheduling meetings, appointments and follow up after appointments.

b. Organize and prepare materials for meetings, take minutes, and follow up on action items to ensure tasks are completed.

c. Assist in the smooth running of the office by coordinating administrative tasks, managing supplies, and keeping the office looking client ready.

d. Coordinate special events, working with internal team members as well as key external parties including customers, vendors, and investors.

e. Book travel arrangements, including itineraries, transportation, lodging, dining, travel documents, and expense reports.

2. Communication:

a. Serve as a primary point of contact between Executive team and internal staff, maintaining a high level of professionalism and confidentiality.

b. Draft, format, and proofread materials for spelling, grammar, layout, and typographical errors.

c. Prepares materials, including presentations for meetings and various internal and external events.

3. Project Management:

a. Initiate and execute special projects and workstreams (e.g., internal and external programs, implementing tools and resources, etc.); collaborate across departments to inspire progress and ensure quality, on-time results.

Non-essential Responsibilities:

1. Performs other duties as directed.

Position Qualifications and Competency Statements:

• Communication – Ability to effectively communicate with others verbally and in writing.
• Time Management – Ability to utilize the available time to organize, prioritize and complete work within given deadlines.
• Applied Learning – Ability to participate in needed learning activities in a way that makes the most of the learning experience.
• Accountability – Ability to accept responsibility and account for his/her actions.
• Analytical Aptitude – Ability to problem-solve and make recommendations for decisions.
• Initiative – Ability to stay motivated, ambitious, and curious without the help of others.
• Influencing – Ability to influence the character, development, or behavior of someone or something, without having explicit or direct control.
• Performs under Stress – Ability to critically prioritize work and ensure timely completion of various.
• Trustworthy – Exercise extreme discretion and tact when handling confidential and company-sensitive information.

Skills and Abilities:

• 3-5 years of proven experience as an Executive Assistant or similar role.
• Strong organization and time management skills.
• Expertise in Microsoft Office Suite.
• Excellent written and verbal communication abilities.
• Ability to prioritize tasks and work on multiple projects concurrently.

Work Environment:

This position works in an office environment, in proximity to shop work environment. The employee must be cognizant of hazards, including but not limited to a variety of physical conditions, such as proximity to moving mechanical parts, moving vehicles, electrical current, and exposure to high heat or exposure to chemicals.