What are the responsibilities and job description for the Executive Assistant position at USA Cyber?
Job Summary
As the Executive Assistant to the CEO, you will play a critical role in enabling the CEO to operate at peak efficiency, driving the success of the organization. This is not just an administrative role-it is a partnership that ensures the seamless execution of priorities and enhances the CEO's strategic impact. Empower the CEO and organization by providing proactive, strategic administrative support, optimizing workflows, and ensuring seamless day-to-day operations. Your contributions will allow the CEO to focus on high-level strategy and decision-making, while you handle the essential details that keep the business running smoothly. This role offers the opportunity to engage in meaningful work, contribute to the company's vision, and grow professionally within a dynamic, fast-paced environment.
Primary Duties and Responsibilities
- Provide administrative functions for the CEO including but not limited to: Communications support through phones, mail, voice mail; phone lists and mail lists; word processing, information requests, research, and reporting
- Maintain calendars for CEO ensuring meetings and events have been well-prepped, all pertinent materials are in order; ensure calendar is adjusted as needed in a timely fashion
- Provide sales support for the CEO including preparation of company-wide templates for presentations, client proposals
- Provide organization for the CEO to include developing and maintaining filing system
- Provide comprehensive administration support for meetings: scheduling, reservations and planning for attendees; travel arrangements, expense tracking and audio-visual support; room preparation, data collection, and invoice audits.
- Coordinate and prepare summary notes from meetings ensuring all assigned responsibilities and tasks are relayed to respective participants; maintain follow up to ensure tasks are completed in the assigned timeframe
- Coordinate all travel arrangements for CEO
- Prepare Monthly Expense Report for CEO
- Manage CEO business social media accounts
- Create and maintain Sales/Marketing calendar for conferences, trade shows and events
- Coordinate all needs for conferences, trade shows and events including supplies, materials and travel reservations
- Coordinate office events which include but are not limited to ordering lunches and planning outside activities.
- Coordinate overall branded look of all advertising efforts
- Maintain inventory, ordering and distribution of promotional items, shirts
Education and Experience Profile
- Minimum of Associate's Degree preferred
Required Skills
- Proactive & Anticipate needs for CEO
- Ability to multi-task in a fast-paced environment.
- Ability to communicate clearly and concisely, verbally and in writing.
- Strong organizational, planning and prioritization skills.
- Ability to interact with team and clients with tact and courtesy.
- Maintain a professional demeanor and an orientation toward excellent customer service principles and practices in all interactions.
- Proficient in relevant computer applications.
- Strong problem-solving skills; attention to detail and accuracy.
- Previous experience in marketing, graphic design and/or sales a plus.
- Flexible, adaptable, and able to maintain confidentiality
Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
This is a hybrid work environment with a dedicated office in the St. Louis office.
