Executive Assistant to CEO

4 weeks ago

Rockville, United States Ultimate Staffing Full time

Ultimate Staffing is seeking and Executive Assistant to the CEO with a well-established association in Rockville, MD. This candidate will play a pivotal role in providing high-level administrative support to the Chief Executive Officer primarly and other executives within the organization. This position requires a highly organized, proactive, and resourceful individual who can manage multiple priorities and projects with precision and discretion. The Executive Assistant will act as the primary point of contact for internal and external stakeholders, ensuring the smooth operation of the CEO's office. We will consider candidates looking for temp to hire or permanent placement. Salary is starting at $90k to $120k. This is a remote position that will require the candidate to report in to the office 1-3 times per month - local candidates only



Key Responsibilities:

  • Calendar Management: Maintain and coordinate the CEO's complex and dynamic schedule, including arranging meetings, appointments, and travel (both domestic and international).
  • Communication: Serve as the primary liaison between the CEO and internal/external stakeholders. Draft, review, and manage correspondence, emails, reports, and presentations.
  • Meeting Coordination: Organize and prepare materials for meetings, including agendas, briefings, and minutes. Facilitate and manage all logistics for board meetings and executive committee meetings.
  • Travel Arrangements: Plan, book, and manage detailed travel itineraries, including transportation, accommodations, and logistics, ensuring smooth travel experiences.
  • Document Management: Create, edit, and maintain documents, spreadsheets, and presentations. Ensure the accuracy and confidentiality of sensitive information.
  • Project Management: Assist the CEO with special projects, tracking progress and ensuring deadlines are met. Manage multiple projects simultaneously and communicate updates effectively.
  • Event Planning: Coordinate events hosted by the CEO, including board retreats, leadership summits, and association-wide meetings.
  • Relationship Management: Build and maintain relationships with key stakeholders, including board members, association members, industry partners, and vendors.
  • Office Management: Oversee the smooth operation of the CEO's office, including supply management, budget tracking, and coordination with other departments.
  • Confidentiality: Handle sensitive information with the utmost discretion and maintain strict confidentiality.

Qualifications:

  • Education: Bachelor's degree in Business Administration, Communications, or a related field is preferred but not required.
  • Experience: Minimum of 4+ years of experience as an Executive Assistant, preferably supporting a CEO. Experience within an association or non-profit organization is highly desirable.
  • Skills:
    • Exceptional organizational and time-management abilities.
    • Excellent written and verbal communication skills.
    • High proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software. Experience with Concur, a plus.
    • Strong problem-solving skills and attention to detail.
    • Ability to work independently and prioritize tasks in a fast-paced environment.
    • Discretion and professionalism in handling confidential information.
    • Strong interpersonal skills and the ability to build relationships at all levels.


All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance. To the extent our customers require a background check for certain positions, the Company faces a significant risk to its business operations and business reputation unless a review of criminal history is conducted for those specific job positions.

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