Executive Assistant

Description

SUMMARY: The Executive Assistant to the CEO provides critical, high-level support to ensure smooth executive operations and successful execution of strategic initiatives within our dynamic, multi-state manufacturing organization. This role combines essential administrative functions with oversight, managing the CEO’s schedule, priorities, and key relationships with precision. The ideal candidate will be proactive, highly organized, and discreet, with exceptional attention to detail and communication skills. They will expertly handle confidential information and anticipate the CEO’s needs in a fast-paced environment, fostering seamless internal and external interactions to enhance the CEO’s leadership effectiveness.

• Coordinate and maintain the CEO’s calendar, managing appointments, meetings, and travel arrangements to ensure optimal use of the executive’s time.
• Prioritize scheduling to align with the company’s strategic objectives, maintaining flexibility to adapt to changing priorities.
• Organize and facilitate meetings, including preparing agendas, taking notes, and ensuring follow-up on action items.
• Monitor document storage processes to ensure that all sensitive materials meet compliance standards and confidentiality requirements.
•  Proactively monitor and follow up on key deliverables to ensure deadlines are met and priorities are maintained.
• Organize events, meetings, and conferences for the CEO, including executive meetings, annual leadership retreats, and other gatherings.
• Serve as a liaison between the CEO and internal/external stakeholders, handling inquiries and requests with professionalism and confidentiality.
• Answers and screens telephone calls in a professional and timely manner; takes accurate messages with a high degree of professionalism and courtesy; arranges conference calls.
• Support the CEO in strategic initiatives by researching, compiling data, and preparing reports or presentations.
• Lead or assist in special projects, collaborating with cross-functional teams to ensure project milestones align with company objectives.
• Build and maintain strong relationships with executives, key clients, and partners to facilitate smooth communication and uphold executive presence.
• Manage correspondence, document filing, and data organization, maintaining an accessible record system.
• Draft and proofread communications on behalf of the CEO, ensuring clarity, consistency, and alignment with company messaging.
• Proactively establishes, and maintains a highly organized filing system, files correspondence and other records.
• Coordinates travel arrangements; completes expense reports and processes invoices; ensures that correct account codes are used and required signatures obtained.
• Handle expense reporting, budget tracking, and reconciliation for the CEO’s office.
• Coordinates meetings including but not limited to preparing and distributing agendas and other meeting materials, reserving and preparing facilities, and recording and transcribing meeting minutes.
• Maintain and organize confidential contracts and documentation for the CEO, ensuring files are structured for secure and easy access.
• Develop a system to promptly retrieve documents and provide efficient support to the CEO when specific files or records are needed.

Qualifications

• Bachelor’s degree in business administration, Communications, or related field preferred.
• Minimum of 5 years of executive assistant experience, preferably supporting C-suite executives in a fast-paced environment, with experience in community engagement or corporate social responsibility a plus.
• Excellent verbal and written communication skills, with a proven ability to interact professionally with diverse stakeholders.
• Proper English usage, spelling, grammar, and punctuation; business correspondence formatting
• Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook) and experience with project management and communication platforms (Asana, Slack, Teams).
• Ability to work on complex projects with general direction and minimal guidance.
• Maintains a professional demeanor with high emotional intelligence, fostering trust and credibility on behalf of the CEO

Salary : $68,000 - $85,000