Executive Assistant

JOB TITLE: Executive Assistant to CEO

DEPARTMENT: Administration

FLSA: Non-Exempt

REPORTS TO: CEO

OBJECTIVE: The Executive Assistant to the CEO is a vital position, focused on the effectiveness of the CEO. This position is fully engaged in the activities of the CEO and ensures smooth coordination and communication of the CEO’s workflow and schedule. Success in this position results from a supportive, proactive, and organized approach to workflows, prioritization and clear communication with the CEO and the leadership team. The EA will handle confidential company information, and the ability to maintain that confidentiality is key to the position.

Essential Functions

1. Work closely and effectively with the CEO to keep them well informed of upcoming commitments and responsibilities, following up as appropriate.

2. Provide high-level administrative support to the CEO and other executives.

3. Coordinate and maintain the CEO’s schedule, including but not limited to:

a. Initiate daily check-in with CEO to review and prioritize important items, assignments, meeting reminders, filing, and CEO’s desk organization

b. Eliminate double booking/prioritize conflicting appointments

c. Ensure all appointments (personal and work) are on the schedule

d. Coordinate meeting schedules with others inside / outside the company

4. Screen calls, take messages, and respond to inquiries

5. Open, distribute and respond to correspondence, including email, faxes, and mail. Review contents, prioritize, summarize and distribute to appropriate staff.

6. Maintain CEO’s files and information flow, including in box/out box, email, mail, etc.

7. Manage CEO’s email, including but not limited to:

a. Monitoring emails to information needing filing

b. Setting inbox rules for organized actions

c. Reviewing and answering some sets of emails

d. Training others on effective use of Outlook

8. Draft letters, memos, invoices, reports, statistical charts, newsletters, forms, website content and other documents. Ensure completeness, accuracy, and format.

9. Prepare reports, collect and analyze information; prepare presentations.

10. Create/produce/format information for internal and external meetings, including but not limited to:

a. Agendas or presentations

b. Leadership team meetings

c. Board meetings

11. Perform meeting and event planning, including travel, lodging, meeting arrangements, catering, meals, activities, agendas

12. Arrange travel and accommodations for the CEO, executives and other teams. Learn CEO and other’s airlines, hotel, car & other preferences

13. Complete expense reports for the CEO and COO

14. Manage multiple company properties, including but not limited to:

a. Manage established calendar of users

b. Create and maintain a “host” book

c. Communicate entry/exit instructions

d. Schedule and manage cleaning and needed maintenance

e. Work with company designer and support installation of upgrades

f. Periodically visit properties (travel is involved)

15. Manage office maintenance, renovation and design projects. Partner with designer to ensure purchasing, delivery and installation of furniture, equipment and artwork

16. Schedule and attend meetings on behalf of executives, taking notes and recording minutes.

17. Maintain office filing systems including paper files/file cabinets, shared electronic files. Develop and utilize historical information; be able to easily retrieve information.

18. Order supplies, and basic bookkeeping.

19. Requires the ability to work at a computer for a minimum 8-hours and to travel by plane and car

20. Reliable attendance required, Monday through Friday, with occasional work after hours and on weekends.

Other Duties

1. Greet visitors, including virtually, and determine access to appropriate parties.

2. Oversee administrative policies within the company, recommending changes as appropriate. Maintain current policies and procedures.

3. Research, prioritize, and follow-up on issues and concerns addressed to the CEO, including those of sensitive or confidential nature. Determine appropriate course of action, referral or response.

4. Provide a bridge for smooth communication between the CEO and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.

5. Perform additional duties as assigned by the CEO

6. Anticipate needs and problems, seek opportunities and propose solutions.

7. Work collaboratively with people, internally and externally, at all levels of the organization.

8. Treat everyone with respect.

Reporting Relationship

1. Reports to the CEO

2. Works closely with and supports executives, owners & family

Minimum Qualifications

1. High School Diploma or equivalent

2. Multiple years’ experience as an Executive Assistant to Executive level

3. Maintain confidentiality of information at all times. Maintain discretion and confidentiality in relationships with all office staff.

4. Must be able to understand verbal and written directions, and must be a clear, concise communicator, both verbally and in writing

5. Excellent time management skills with a proven ability to meet deadlines. The ability to balance multiple priorities.

6. Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly, with excellent attention to detail.

7. Very strong interpersonal skills with internal and external partners.

8. Ability to learn and perform all essential functions and other duties, with or without reasonable accommodation

9. Extremely proficient with Microsoft Office Suite, including creating PowerPoint presentations for executives. Extensive use of Excel; Experience using QuickBooks. The ability to learn new or updated software.

Preferred Qualifications

Certified Administrative Professional Certification

Required Skills/Abilities

10. Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.

11. Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.

12. Builds relationships crucial to the success of the company and manages a variety of special projects for the CEO and the company.

13. Demonstrate excellent judgment and appropriate decision-making

14. Extensive knowledge of office administration, clerical procedures, and recordkeeping systems.

15. Demonstrated proactive approaches to problem solving with strong decision-making capability.

16. Highly resourceful team player, with the ability to also be extremely effective independently.

Physical Requirements

Prolonged periods sitting at a desk and working on a computer. Travel by car and plane.

This job description is an overview of the position. It is not intended to be a comprehensive list of all activities, duties or responsibilities required.