Position Summary
The Executive Assistant provides comprehensive administrative support to the President/CEO and Chief of Staff, ensuring smooth operations and workflow efficiency. This role involves leading administrative efforts for special events, projects, initiatives, and programs while serving as a key liaison for both internal and external contacts. Additionally, the Executive Assistant oversees the planning, direction, and evaluation of departmental operations to drive optimal performance.
Responsibilities
- Act as the primary liaison for internal and external parties concerning the President/ CEO, and Chief of Staff and Chief Operating Officer, exercising discretion and independent judgment as necessary.
- Perform a wide range of administrative tasks in direct support of the C-Suite, encompassing engagement and logistics management; arrange and oversee visits from external stakeholders, and represent executives in interactions with third parties.
- Conduct research, compile and analyze data in order to brief executives prior to meetings and events; create high-level documents in support of strategic plans, management updates and reports intended for presentation to the Board of Directors.
- Attend meetings and discussions to record notes and minutes and track action items to ensure timely completion of deliverables. Provide input on operational topics and assist in the resolution of complex, highly sensitive and confidential administrative matters.
- Handle incoming communication on behalf of the C-Suite, assess and prioritize content, determine importance, and summarize and/or distribute contents to appropriate staff. Evaluate and process documents submitted for executives’ signatures.
- Draft correspondence, generate invoices, produce reports and prepare other documents for executive review.
- Collaborate with internal stakeholders to coordinate and oversee special projects, ensuring adherence to established timelines and project objectives.
- Manage departmental operations and budgets, monitoring financials and expenditures to ensure compliance with approved budget parameters. Facilitate travel arrangements for C-Suite executives, approve and process travel reimbursements and monitor travel expenditures to maintain budgetary compliance.
- Identify and recommend improvements in administrative policies, processes and procedures making evaluative judgments to implement necessary changes.
- Perform other duties as assigned.
Qualifications
- Bachelor’s Degree in Business or a related discipline or equivalent combination of education and/or experience
- Four or more years of C-Suite administrative support experience
- Ability to perform duties in an executive setting in a proactive manner with professionalism and discretion
- Skill in managing details while overseeing multiple priorities
- Ability to work independently with minimal supervision and as part of a team
- Skill in interpersonal interactions, with the ability to build relationships with stakeholders and collaborate effectively with internal and external contacts; skill in customer service and problem-solving
- Capacity to work autonomously while ensuring transparent communication with internal leadership
- Skill in analysis, time management, prioritization and project management
- Strong written and verbal communication skills with the ability and commitment to maintain confidentiality
- Proficient with Microsoft Office Suite, collaboration-focused board software and other position specific software and systems
