Executive Assistant

The Sr. Executive Assistant provides a wide range of corporate administrative executive support to the CEO and to our C-Level executive team. The ideal candidate will possess the ability to work efficiently and diligently in a fast-paced environment, while proactively managing the requests and needs of company executives. Responsibilities of this role include a broad range of tactical and strategic support activities, professionally representing the company, exercising confidentiality, discretion, and strong judgement in a variety of areas.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Manage and maintain CEO and C- Suite executives' calendar scheduling as needed.

• Keep the CEO advised of time-sensitive and priority issues, ensuring appropriate follow-up.

• Assist in planning and coordinating executive-level meetings, conferences, and events.

• Draft, edit, prepare, and proofread meeting agendas, take minutes, correspondence, presentations, and memos as well as content for Board Meetings and events. Coordinate necessary follow-up actions.

• Research and compile data to prepare reports, presentations, and other documents.

• Support executives in managing projects by tracking timelines and milestones.

• Coordinate with various departments to ensure project objectives are met.

• Provides a bridge for smooth communication between our internal departments and our outside investors.

• Manage travel itineraries and coordinate air travel, ground transportation, lodging, meal and meeting reservations, booking of activities. Travel management requires responsiveness to heavy and changing demands, including booking domestic & international travel and filling out the necessary paperwork.

• Process, manage and reconcile expense reports, ensuring correct accounts are used and required signatures obtained.

• Organize and maintain confidential files, records, and databases.

• Handle printing, mail/overnight packages, copying and filing for executive team.

• Order and maintain office supplies, ensuring the executive office operates smoothly.

• Demonstrate leadership to maintain credibility, trust, confidentiality, and support with senior management staff.

• Other duties as assigned by management.

REQUIRED SKILLS & QUALIFICATIONS

• Communication Skills - Work requires professional written and verbal communication and interpersonal skills. The ability to write clearly, succinctly and understandably. Treats all people with respect, courtesy and consideration. Ability to participate in and facilitate group meetings.

• Teamwork - The ability to work effectively and productively with others. Shares responsibility with team members for successes and failures; keeps team members informed regarding projects; constructive feedback to team and its members; responds positively to feedback from team members; raises and/or confronts issues limiting team effectiveness.

• Time Management - Managing one's own time and the time of others. Ability to motivate teams to produce quality materials within tight timeframes and simultaneously manage several projects.

• Judgment and Decision Making - Considers the relative costs, benefits, impact or consequences of potential actions to choose the most appropriate one. Ability to make decisions in a timely manner.

• Knowledge of computers and relevant software - Proficient in MS Word, Excel, MS Outlook and Internet Explorer.

EDUCATION & EXPERIENCE

• Bachelor’s degree in business administration, communications, or a related field.

• 5+ years of previous experience supporting C-level executives.

• Proven experience as an executive assistant or in a similar role.

• Extreme attention to detail, organizational and multitasking abilities.

• Strong business acumen with a track record of success in gathering, analyzing, and organizing complex information from several sources to compose materials for distribution/presentation.

• Strong communication and interpersonal skills.

• Ability to work under pressure in an ever-changing fast- paced environment while maintaining poise and professionalism.

• Strong sense of urgency and efficiency in completing tasks.

• Ability to work independently and collaboratively.

• Discretion and confidentiality in handling sensitive information in a professional manner.

• Expert level experience in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).