Executive Assistant to CEO

Objective

The Executive Assistant to the CEO is responsible for providing comprehensive support to the CEO, Board of Directors, and Executive Team and managing the organization’s office operations. To be successful in this role, you should be well-organized, have great time management skills and be able to act without guidance. Ultimately, you will contribute to the efficiency of our business by providing personalized and timely support to executive members. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.

Job Description:

• Provide sophisticated calendar management for CEO. Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.
• Act as a liaison and provide support to the Board of Directors. Arrange and handle all logistics for Board meetings and events: schedule meetings; draft agendas; develop, compile, and distribute presentation materials; and record meeting minutes on behalf of Board Secretary. Adhere to compliance with applicable rules and regulations set in bylaws regarding Board matters.
• Complete a broad variety of administrative tasks that facilitate the CEO’s ability to effectively lead the organization, including assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense and mileage reports.
• Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect CEO’s style and organization policy.
• Work closely with the CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Act as a "barometer," having a sense for the issues taking place in the environment and keeping the CEO updated. Anticipate CEO’s needs in advance of meetings, conferences, etc.
• Maintain open communications with the department teams, including meeting regularly with their operations and providing information and documents as needed.
• Coordinate all Executive Team meetings and retreats and assist with staff meetings and events as needed.
• Provide "gatekeeper" and "gateway" role, providing a bridge for smooth communication between the CEO and staff, demonstrating leadership to maintain credibility, trust, and support with the Executive Team. Complete projects by assigning work to appropriate staff, including the Executive Team, on behalf of the CEO.
• Work with the Executive Team to coordinate the CEO’s outreach activities. Follow up on contacts made by the CEO to cultivate ongoing relationships.
• Manage all aspects of organization’s office services. Evaluate and assist in developing office policies and procedures for improved workflow and anticipate future needs as organization grows. Assist in the selection of vendors and purchase equipment, services, and supplies necessary for operation of the organization.
• Replenish office materials such printer supplies, paper, office supplies, etc.
• Provide event management support as requested.
• Provide hospitality to all guests and help to create a welcoming environment. 
• Process and distribute daily mail.
• Invest in building long-lasting relationships both externally and internally.
• Other projects/duties as assigned for the overall benefit of the organization
• Make travel and accommodation arrangements
• Format information for internal and external communication – memos, emails, presentations, reports
• Screen and direct phone calls and distribute correspondence
• Organize and maintain the office filing system of CEO Secretariat

Requirements and skills

• Strong ability to execute work with a diversity, equity, and inclusion lens.
• Significant executive support experience, including supporting C-level executives.
• Expert proficiency with Microsoft Office and desktop publishing software; ability to design and edit graphic presentations and materials.
• Strong verbal and written communication skills.
• Exceptional organizational skills and impeccable attention to detail.
• High degree of professionalism in dealing with diverse groups of people, including Board members, senior executives, staff, etc.
• Make appropriate, informed decisions regarding priorities and available time.
• Ability to complete a high volume of tasks and projects with little or no guidance.
• Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
• Able to maintain a high level of integrity and discretion in handling confidential information.
• Excellent judgment is essential.
• Ability to switch gears at a moment’s notice
• Work experience as an Executive Assistant with high performing CEO before of around 3 to 5 years
• Extremely organized and diligent
• Familiarity with office gadgets and applications (e.g., e-calendars, scanning, copy machines)
• Strong business acumen
• MBA degree