Position Summary
This Executive Assistant position provides high-level administrative, operational, strategic, and personal support to the CEO, assuring a focus on growth and high-value strategy. This role serves as the primary trusted partner and gatekeeper, managing complex schedules, triaging communications, and executing critical daily tasks while acting as a liaison between the CEO, the leadership team, staff, and external partners. The ideal candidate is a highly organized, discreet, and resourceful professional who thrives in a fast-paced environment, anticipates needs before they arise, and acts proactively.
Essential Duties and Responsibilities
- Manage the CEO's calendar, scheduling and prioritizing meetings, appointments, and travel to align with business priorities, and resolve scheduling conflicts.
- Serve as the primary point of contact between the CEO and staff, external partners and vendors. Act as a liaison between the executive and internal/external partners.
- Screen and prioritize incoming calls, emails, and requests, exercising sound judgment on what requires the CEO's direct attention, while adhering to the response protocol.
- Prepare, edit, and proofread correspondence, reports, presentations, and other materials on behalf of the CEO with confidentiality.
- Collaborate with leadership team to plan and coordinate staff retreats (twice annually), executive leadership meetings, and meetings with direct reports, in addition to meetings with community leaders; coordination effort includes logistics, materials, and post-meeting minutes and/or action plans.
- Track leadership team action items and follow up with department leads to ensure deadlines and commitments are met.
- Handle confidential and sensitive information (financial, personnel, legal, and strategic) with the utmost discretion.
- Process expense reports, invoices, and other administrative transactions related to the CEO's office.
- Support special projects and cross-functional initiatives at the direction of the CEO and, at times, in collaboration with other leaders.
- Represent the CEO's office professionally in interactions with employees, customers, and community or industry contacts.
- All other duties deemed necessary to perform this role with excellence in support of the executive office function.
Qualifications: Skills, Abilities, and Knowledge
Required Skills and Abilities
- Exceptional organizational skills with the proven ability to manage multiple priorities, deadlines, and shifting demands simultaneously. Experience developing internal processes and filing systems.
- Exceptional written and verbal communication skills with the ability to draft clear, professional correspondence and represent the CEO's voice accurately.
- Sound judgment and discretion in handling confidential business, financial, and personnel information.
- High social intelligence to manage diverse stakeholders displayed in strong interpersonal skills and the ability to build trust and rapport with a diverse set of personalities.
- High degree of professionalism, poise, and composure under pressure or in high-visibility situations.
- Advanced proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) and calendar/travel management tools. Proficiency in ADP software and collaborative work management software desired.
- Strong problem-solving skills and the ability to anticipate needs and act proactively without close supervision.
- Ability to work independently, exercise initiative, and make sound decisions in the CEO's absence within established boundaries.
- Excellent time-management skills and meticulous attention to detail and accuracy.
- Proactive problem-solving abilities, high integrity, and a willingness to anticipate needs before they arise
- Flexibility and adaptability to accommodate a dynamic executive schedule, including occasional evenings or early mornings as needed.
Required Knowledge
- Working knowledge of general business operations of an executive office.
- Understanding of standard office management and administrative procedures, including records management and electronic filing systems.
- Familiarity with basic budgeting, expense reporting, and purchasing processes.
- Knowledge of professional business etiquette and protocol for interacting with employees, external partners and vendors.
- Awareness of confidentiality standards and applicable data privacy practices in a business environment.
Education and Experience
- Associate's degree in business administration, communications, or a related field preferred; equivalent professional experience will be considered in lieu of a degree.
- Minimum of 3 years of experience as an executive assistant, senior administrative assistant, or similar role supporting C-suite or senior leadership, preferably within a mid-size company.
Physical and Work Environment
This position requires an in-office presence and is not remote, primarily performed in a standard office environment. The role may occasionally require extended hours, early mornings, or evening availability to support the CEO's schedule and time-sensitive business needs.
Benefits
- Paid time off
- Health insurance
- Dental insurance
- Vision insurance
- 401(k) matching
- Employee discount