Executive Assistant to the CEO

Join Moltus as an Executive Assistant to the CEO

Responsibilities:

• Serve as the primary point of contact for internal and external contacts on all matters pertaining to the CEO, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect CEO’s style and Moltus standards.
• Augment CEO’s time by screening telephone calls and emails, initiating administrative duties such as drafting letters and documents to relieve CEO of clerical and administrative business duties. The executive assistant plays a crucial role in managing the executive's accessibility.
• Arrange and handle all logistics for meetings; Schedule meetings; draft agendas; develop/compile/distribute presentation materials.
• Calendar management – Prioritize inquiring and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.
• Work closely with the CEO to keep them informed of upcoming commitments and responsibilities, following up appropriately. Act as a "barometer," having a sense for the issues taking place in the environment and keeping the CEO updated. Anticipate CEO’s needs in advance of meetings, conferences, etc.
• Coordinate travel arrangements and complete expense and mileage reports. Occasional travel may be required.
• Provide event management support as requested, organizing, maintaining records of all bookings e.g. venue and catering, assisting with creative decisions, ad-hoc duties at events including, but not limited to, guest list management, overseeing set up and dismantle events efficiently through to completion, ensuring any branded items for events are appropriate and accessible, extending hospitality to all guests and helping to create a welcoming environment.
• Collect and analyze information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists prior to providing general administrative support.
• Provide "gatekeeper" and "gateway" role, providing a bridge for smooth communication between the CEO and staff, demonstrating leadership to maintain credibility, trust, and support with the Leadership Team. Complete projects by assigning work to appropriate staff, including the Leadership Team, on behalf of the CEO.
• Responds to routine and non-routine inquiries; proof and change recommendations on printed and digital documentations.
• Provide outreach support to clients in a timely and professional manner.
• Maintain confidentiality, protect operations by keeping information confidential.
• Serve as a liaison to the Moltus Foundation board of directors; organize and coordinate executive outreach and external relations efforts; and oversee special projects. For the Moltus Foundation the Executive Assistant must be creative and enjoy working within a small, entrepreneurial environment that is mission-driven, results-driven, and community oriented.

Qualifications

• Ability to thrive in a passionate, do-it-yourself, expanding environment.
• Significant executive support experience, including supporting C-level executives.
• Expert proficiency with Microsoft Office and desktop publishing software; ability to design and edit graphic presentations and materials.
• Strong verbal and written communication skills.
• Exceptional organizational skills and impeccable attention to detail.
• High degree of professionalism in dealing with diverse groups of people, including senior leadership, staff, community leaders and clients.
• Make appropriate, informed decisions regarding priorities and available time.
• Ability to complete a high volume of tasks and projects with little or no guidance.
• Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
• Able to maintain a high level of integrity and discretion in handling confidential information.
• Excellent judgment is essential.
• Ability to switch gears at a moment’s notice

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Weekends and evenings as needed

Work Location: In person