The Executive Assistant position plays an integral part in the integrity of the company by providing a high-level of professionalism and administrative support to the CEO, CFO and Executive Board Members. This role will be a key asset to ensure the smooth operation of the executive office by exercising good judgment and handling a variety of tasks that can be highly sensitive and confidential with a high degree of efficiency, integrity, and discretion
RESPONSIBILITIES:
Administrative Support:
- Prepare and edit correspondence, communications, presentations, and other documents.
- Organize and maintain files and records, ensuring they remain updated and easily accessible.
- Ensure all executive documents and communications are securely stored and managed.
Meeting Coordination:
- Plan, organize, and facilitate Executive Committee & Board meetings, including preparing agendas, taking minutes, and following up on action items.
- Take meeting minutes for all board-related meetings, ensuring accurate and detailed records of discussions and decisions.
- Coordinate the preparation of the board packet for monthly distribution.
- Coordinate logistics for board meetings, including venue arrangements, catering, and AV setup.
- Take meeting minutes in weekly manager meetings then update Mondays.com with notes. May also be asked to take meeting minutes for other office meetings (i.e. Quality, Service Committee)
Communication:
- Draft and distribute communications on behalf of the CEO, CFO, and executive board members.
Project Management:
- Assist in the planning and execution of special projects and initiatives led by the executive team.
- Track progress and ensure timely completion of tasks and deliverables.
KEYS/ EXPERIENCE/SOFT SKILLS:
- Bachelor’s degree in business or related field preferred; or a minimum of 5 years of relevant experience working as an executive assistant supporting C-Level executives.
- Must haves here: C-Suite/Executive experience, BOD experience (meetings, notes, dealing with members professionally), strong communication skills!
- Need for Strong systems skills: MS Office Suite (create & present power point presentations), expert use of Word/Outlook
- Soft skills: Professionalism, Strong confident presentation, Self-Starter, multi-tasker, very resourceful
