About Us
Pitchblend is a highly specialized digital PR/brand communications agency sought-after by the globe's most forward-thinking brands for our cultural vision, comms innovation, visual aesthetics and expertise of next-generation audiences. We specialize in the lifestyle arena, connecting our clients to next generation audiences across the culture space. We are a minority, woman-owned agency with a diverse, multi-generational team. We cultivate honest and enduring connections while operating with integrity, passion and a whole lot of heart!
Position Overview
As the Executive Assistant to the CEO, you will play a pivotal role in ensuring the CEO’s time is effectively managed and all administrative needs are efficiently addressed. The ideal candidate will be resourceful, detail-oriented, and capable of handling a wide range of executive support tasks with minimal supervision.
Key Responsibilities
Calendar and Schedule Management
- Managing the CEO’s calendar: Scheduling, rescheduling, and prioritizing meetings and appointments.
- Coordinating meetings: Setting up internal and external meetings, managing invites, agendas, and reminders.
- Arranging personal and business appointments: Balancing professional meetings with personal obligations.
Email and Communication Management
- Drafting and proofreading communications: Preparing internal and external emails, memos, or letters.
- Liaising with stakeholders: Acting as a point of contact between the CEO and staff, clients, vendors, and partners.
Meeting Support
- Meeting preparation: Organizing agendas, preparing materials, and ensuring the CEO has all the necessary information.
- Taking meeting minutes: Attending meetings, taking notes, and ensuring follow-up on action items.
- Coordinating logistics: Arranging equipment or virtual meeting links.
Project Management
- Tracking progress on CEO’s projects: Monitoring deadlines and keeping track of project timelines.
- Delegating tasks: Ensuring the CEO’s instructions are passed on to the appropriate departments or individuals.
- Research and information gathering: Conducting research and compiling data for the CEO’s projects or presentations.
Document Management
- Preparing reports and presentations: Drafting, editing, and formatting reports, slide decks, and documents for meetings.
- Organizing files and records: Maintaining an organized filing system for easy access to important documents.
- Managing confidential information: Handling sensitive company information with discretion and professionalism.
Expense and Financial Management
- Managing budgets: Monitoring and tracking budgets related to specific projects or travel.
- Vendor payments: Coordinating payments for vendors and ensuring timely completion.
Office and Personal Management
- Coordinating personal matters: Assisting with personal tasks such as reservations, personal errands, or family scheduling, or dropping off documents.
- Managing contracts and agreements: Handling documents related to contracts, legal agreements, and ensuring compliance.
Ad-hoc Tasks
- Crisis management: Assisting the CEO in responding to urgent matters or unexpected issues.
- Problem-solving: Taking initiative to resolve issues on the CEO’s behalf or ensure smooth operations in their absence.
- Shipping or mailing items: Dropping off important packages or letters at a post office or shipping center, ensuring timely delivery.
- Managing home tasks: Occasionally handling household tasks for the CEO, such as coordinating home services, repairs, or deliveries if requested.
Client and Media Relations Management
- Coordinating client meetings: Scheduling and managing regular check-ins, campaign updates, or strategy sessions with high-profile clients.
- Managing PR materials: Ensuring the CEO has the latest press releases, client briefs, and media kits for important meetings.
Strategic Support
- Researching industry trends: Compiling research reports or industry insights that help the CEO stay ahead of PR and social media trends that might impact clients.
- Tracking competitors: Providing the CEO with updates on competitor activities or new business wins, helping them stay competitive in the market.
- Monitoring PR crises: Staying informed of any public relations crises involving clients, industries, or the agency itself, and briefing the CEO on potential actions.
Internal Team Management
- Coordinating with senior staff: Managing the CEO’s interactions with other key executives, scheduling team meetings, and ensuring cross-departmental alignment on strategic initiatives.
- Facilitating team communication: Acting as a liaison between the CEO and the PR team, ensuring internal communication on campaigns, deadlines, and client feedback.
Client and Agency Reports
- Creating client performance reports: Assisting the CEO in preparing reports on client results, campaign effectiveness, and ROI for high-level client meetings.
- Compiling agency performance data: Assisting with gathering and presenting data on the PR firm’s overall performance, including revenue growth, client satisfaction, and media coverage metrics.
Administrative and Organizational Tasks
- Managing PR tools and subscriptions: Ensuring that the CEO has access to key PR platforms like media monitoring tools, media databases, and industry publications.
- Handling confidential client information: Managing sensitive client and agency data with discretion, especially during high-profile campaign launches or crises.
- Tracking CEO expenses: Processing the CEO’s business expenses related to client events, travel, and business development efforts.
Qualifications
- Experience: 3+ years of experience in an executive assistant, administrative, or personal assistant role, preferably supporting senior executives or C-suite leaders.
- Education: Bachelor’s degree preferred, but equivalent experience will be considered.
- Tech-Savvy: Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace. Familiarity with project management tools (e.g., Trello, Asana) is a plus.
- Communication Skills: Excellent verbal and written communication skills; professional demeanor and tone.
- Organizational Skills: Strong ability to multitask, prioritize, and manage time effectively in a fast-paced environment.
- Attention to Detail: High level of accuracy in work and a strong ability to maintain confidentiality.
- Problem-Solving: Proactive approach with the ability to anticipate needs and resolve issues independently.
- Flexibility: Ability to adapt to changing priorities and a dynamic work environment.
- Industry: previous experience or a passion for Public Relations is a plus
