Executive Assistant

Description

Job Overview:

 Partner with a visionary leader as the strategic right hand to our President at Steward Helm. This role goes beyond traditional administrative support—you'll be the crucial link that enables our leadership to navigate complex priorities, drive strategic initiatives, and maintain exceptional organizational efficiency. The ideal candidate thrives in a dynamic environment where no two days are the same, brings impeccable judgment and discretion, and demonstrates the communication skills to engage effectively at all levels of the organization. 

Key Responsibilities:

• Orchestrate the President's complex calendar with strategic foresight, proactively identifying conflicts and opportunities to maximize executive effectiveness while managing high-priority meetings, appointments, and travel logistics.
• Cultivate relationships with key internal and external stakeholders, serving as the President's trusted ambassador in coordinating critical discussions, conference calls, and executive-level events.
• Demonstrate exceptional judgment in triaging communications, ensuring the President engages with high-impact matters while maintaining streamlined information flow.
• Craft compelling executive communications including persuasive emails, polished memos, dynamic presentations, and strategic documents that effectively represent the President's voice and vision.
• Drive operational excellence through sophisticated administrative management—handling executive correspondence, processing expense reports, and addressing high-level inquiries with professionalism and discretion.
• Design and execute flawless executive meetings and events that reflect the company's standards of excellence, from intimate leadership discussions to large-scale corporate gatherings.
• Architect and implement innovative organizational systems that enhance productivity, anticipate needs, and create a foundation for executive success.
• Spearhead administrative components of cross-functional initiatives, coordinating resources and ensuring project milestones align with executive priorities.
• Conduct comprehensive research and analysis, synthesizing complex information into actionable insights that drive strategic decision-making.
• Develop sophisticated presentations and proposals that effectively communicate the company's vision and strategic direction to diverse audiences.
• Safeguard confidential and sensitive information with uncompromising discretion and ethical judgment.

Requirements

Required Qualifications:

• Bachelor's degree preferred.
• Proven experience as an Executive Assistant, Personal Assistant, or similar role supporting C-level executives.
• Exceptional organizational and time management skills, with the ability to prioritize tasks and manage multiple deadlines.
• Strong communication and interpersonal skills, with a professional and approachable demeanor.
• Proficiency in Microsoft Office suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
• Discretion and confidentiality in dealing with sensitive information.
• Ability to work independently with minimal supervision and as part of a team.
• Flexibility and adaptability to meet changing priorities and deadlines.
• Previous experience in office management or facilities coordination is a plus.
• Must be in the office 4-5 days per week.

Success Factors/Job Competencies:

• Demonstrates flexibility and resilience in response to changing priorities, deadlines, and situations. Adapts quickly to new environments and circumstances, maintaining a positive attitude and focus on achieving goals.
• Takes proactive steps to anticipate needs, solve problems, and support the executives effectively. Shows a willingness to take on additional responsibilities and challenges without needing constant direction.
• Pays meticulous attention to detail in all tasks and communications, ensuring accuracy and thoroughness. Consistently produces high-quality work with minimal errors.
• Possesses strong organizational skills and the ability to effectively manage multiple tasks, projects, and deadlines simultaneously. Maintains orderly systems for information management, scheduling, and office administration.
• Communicates clearly, professionally, and persuasively in written and verbal interactions with internal and external stakeholders. Listens actively and attentively to understand instructions, requests, and feedback.
• Analyzes complex issues and identifies practical solutions to address challenges or obstacles. Demonstrates resourcefulness and creativity in finding innovative ways to optimize processes and improve efficiency.
• Handles sensitive information and confidential matters with the utmost discretion and integrity. Respects the privacy of the executives and maintains confidentiality in all communications and interactions.
• Works collaboratively with colleagues and stakeholders to achieve common goals and objectives. Builds positive relationships based on trust, respect, and mutual support.
• Manages time effectively and prioritizes tasks based on importance and urgency. Demonstrates an ability to meet deadlines and deliver results within established timelines.
• Represents the executives and the company with professionalism, integrity, and diplomacy in all interactions. Upholds ethical standards and fosters a positive and inclusive work environment.