Executive Assistant

Title: Executive Assistant

Reporting Structure: Reports to President

Overview:

Professional who provides high-level administrative support to the President, managing their calendars, communication, travel arrangements, and other critical tasks, acting as a key point of contact and ensuring smooth operations by anticipating needs and proactively handling details with discretion and confidentiality; requiring strong organizational, communication, and time management skills.

Key Accountabilities:

What are the MOST important RESULTS this role should achieve in the first 3-12 months?

Consider the biggest problems the organization is faced with if this role is NOT fulfilled.

 Priority, Task, & Project Management

 Proactively & Persistently deal with issues or potential issues

 Manage & Maintain President’s Schedule & Meeting Attendance

 Take, maintain, & organize digital and paper records

 Act and/or speak on behalf of the President when needed

 Effectively manage intra-family dynamics

 Handle confidential and sensitive information with discretion

Regular Execution:

What must be done every day/week to achieve the Key Accountabilities?

 Take & Distribute meeting notes & action items – Daily

 Coordinate meetings & logistics - Daily

 Handle or delegate large variety of tasks - Daily

 Monitor Presidents incoming communications - Daily

 Attend meetings with President – Daily

 Assist in managing and communicating social media highlights - Daily

 Gatekeep & manage access to the President’s time – Daily

 Manage & Maintain Project Tasks – Daily

 Participate in Monthly Close-Out – As Needed

Required Outputs:

What will this role produce and at what frequency?

 Complete expense reports – Weekly

 Daily Recaps - Daily

Technical Knowledge, Experience, & Skills:

What Technical Knowledge, Experience, & Skills are required to effectively fill this role?

 General Technology Experience

 Ability to deal with shifting priorities

 Excellent communication skills, both written and verbal

 Database management across multiple platforms

 Ability to do ad-hoc research

 Strong organizational and time management abilities

 Basic Project Management

 Proficiency in Microsoft Office Suite and other relevant software

 Attention to detail and ability to prioritize tasks effectively

 Discretion and ability to handle confidential information

 Proactive approach with the ability to anticipate needs

 Professional demeanor and ability to interact with diverse individuals at all levels

Effective and Ongoing Stakeholder Communication:

Key parties this role must communicate with to achieve the key accountabilities?

 President

 Ownership

 Office Staff

Certifications, knowledge, customer data, etc.?

 Maintaining data within CRM System

 Updating Maintaining Vendor/Partner Contact Information

 Maintain familiarity with all systems, internal & external

Required Competencies:

1. Time and Priority Management - Prioritizing and completing tasks in order to deliver desired outcomes

within allotted time frames.

2. Diplomacy - Effectively and tactfully handling difficult or sensitive issues.

3. Goal Orientation - Setting, pursuing and attaining goals, regardless of obstacles or circumstances.

4. Personal Accountability - Being answerable for personal actions

5. Self Starting - Demonstrating initiative and willingness to begin working.

6. Resiliency - Quickly recovering from adversity.

7. Project Management - Identifying and overseeing all resources, tasks, systems and people to obtain results.

Additional Requirements:

 Driver’s License

 Occasional travel

 Qualify to get badged by TSA

 Occasional Weekend Work – As Needed

Job Type: Full-time

Pay: $50,845.00 - $56,351.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance

Schedule:

• Monday to Friday
• Weekends as needed

Work Location: In person

Salary : $50,845 - $56,351