The Senior Executive Assistant to the CEO and Corporate Office Manager plays a crucial role in providing high-level administrative support to the CEO and ensuring the smooth operation of the corporate office. This role demands exceptional organizational skills, discretion in handling sensitive information, experience interfacing with high-level external stakeholders, and the ability to effectively manage multiple priorities simultaneously.
Key Responsibilities:
Executive Support:
- Calendar Management: Coordinate and manage the CEO’s schedule, including meetings, appointments, and travel arrangements/logistics.
- Communication: Serve as the primary point of contact between the CEO and internal/external stakeholders. Handle correspondence and phone calls on behalf of the CEO.
- Documentation: Prepare, edit, and proofread reports, presentations, and other documents. Maintain confidential files and records.
- Meeting Coordination: Organize and facilitate executive meetings, including agenda preparation, minute-taking, and follow-up on action items.
- Travel Arrangements: Plan and coordinate domestic and international travel, including flight bookings, accommodations, itineraries, and expense reports.
- Project Management: Assist the CEO with special projects, research, and data analysis. Ensure timely completion of tasks and initiatives.
Office Management:
- Office Operations: Oversee daily office operations, ensuring a productive and organized work environment. Manage office supplies, equipment, and maintenance.
- Budget Management: Monitor and manage office budgets, including expenditures and cost-saving initiatives.
- Vendor Relations: Liaise with vendors and service providers, negotiating contracts and ensuring quality service delivery.
- Facilities Management: Coordinate with building management for office space maintenance, security, and any necessary repairs or improvements.
- New Employee Setup: Coordinate with HR to help manage the setup of building access, badges, headshots, and welcome emails for new employees, ensuring a smooth onboarding experience.
Event Planning:
- Event Coordination: Assist in the planning, coordination, and execution of office events, meetings, and conferences, ensuring all logistics, including venue booking, catering, and materials, are organized and managed effectively.
- Volunteer Event Organization: Coordinate quarterly volunteer events across all offices, liaising with teams to identify opportunities, plan activities, and manage event logistics.
- Company Swag Management: Oversee the purchasing and management of company swag, ensuring timely availability and distribution for events, employee recognition, and promotional activities.
Qualifications:
- Education: Bachelor’s degree in Business Administration, Management, or a related field preferred.
- Experience: Minimum of 7-10 years of experience as an executive assistant, in support of senior executives or C-suite roles.
Skills:
- Organizational Skills: Exceptional ability to manage multiple tasks and priorities.
- Communication Skills: Excellent written and verbal communication skills.
- Technology Proficiency: Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
- Problem-Solving: Strong problem-solving and decision-making abilities.
- Graphics/Website Design Capability: Desired, but not required.
- Discretion: High level of discretion and confidentiality.
Personal Attributes:
- Professionalism: Maintain a high level of professionalism and a positive attitude.
- Attention to Detail: Meticulous attention to detail and accuracy.
- Initiative: Proactive and able to work independently with minimal supervision.
- Flexibility: Adaptable and able to handle changing priorities and demands.
Work Environment:
- Location: Office-based role, with occasional travel required.
- Hours: Full-time position, with the possibility of overtime or irregular hours depending on the CEO’s needs.
