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Executive Assistant to CEO
2 months ago
Description
We are looking for an Executive Assistant for an incredibly exciting opportunity to directly support the Chief Executive Officer. We are one of the largest gas station and convenience store operators in the country and the largest in the West. We have grown extensively and are continuing to expand our footprint. Our CEO is looking for a sharp, independent Executive Assistant to support him through day-to-day operations. This person will need to be a resourceful individual capable of navigating complex environments and taking initiative. This person must understand how to work with executive teams, investors, board members, and all levels of staff, treating all individuals with respect and providing bespoke services based on individual needs.
Job Description
- Manage day to day schedule of the CEO in such a way that he is able to complete his obligations in an organized, efficient way.
- Provide support to the CEO on personal matters and operate as his point of contact on various needs/requests
- Coordinate internal and external meetings including but not limited to team meetings, full staff meetings, all hands meetings, off- site meetings, one-on-one meetings, etc.
- Proactively manage calendar priorities based on customer meetings, release cycles, fiscal calendars, current projects, team needs
- Book appropriate domestic and international travel within company travel policy, taking into account travel Visas, costs and proper documentation.
- Effectively interface with employees from other groups within the company and Senior Executives inside and outside the company, and recognize key players within all organizations.
- Assist with food orders, luncheon planning, and planning of other business related meetings as requested.
- Assist with PowerPoint presentations; Microsoft and Google applications when needed.
- Other administrative and project duties as requested
Qualifications
- Minimum of 5+ years of applicable administrative experience within a large, dyanamic environment
- Experience in directly supporting the Chief Financial Officer of a company
- Skillful execution of administrative activities, with high attention to detail, organization and process.
- Willingness to support the CEO on personal matters
- EA candidates need to be open to working outside of regular work hours from time to time due to the CEO’s hectic schedule
- Experience with the setting up and management of virtual meetings and tools e.g., Google Meet, Google Calendar, and other Google Workspace apps, Slack, and Confluence/Wikis.
- Strong teamwork skills; and a confident ability to offer suggestions and improvements to process and work very collaboratively with others.
- Strong relationship management skills, ability to build a personal network throughout the company.
- Very strong technical competency, specifically with MS Word, Excel, PowerPoint, Gmail, and Google Calendar.
- Project Coordination experience needed at an intermediate complexity.
- Strong oral and written communication. Ability to communicate clearly and effectively with senior leaders and external partners.
- Previous experience partnering with senior management in a fast paced, innovative environment.
- Experience working with/in large administrative teams.
- Project management experience of intermediate complexity.
Additional Desired Skills/Traits
- Detail oriented and ability to operate autonomously
- Agility and flexibility in response to changing priorities and needs.
- Proven ability to manage projects, work under pressure and consistently make deadlines.
- Demonstrate ability and willingness to continuously acquire new competencies and accept new challenges.
- Possess a natural ability and curiosity and to comprehend the DNA of the company.
- Have the ability to handle confidential material with the utmost discretion.
- Ensure communications are clear, thorough, and specific, with attention to follow-through.
