Executive Assistant to CEO in Political Public Affairs

4 weeks ago

Nashville, United States Private Firm Full time
Job DescriptionJob Description

Position Overview:

The Executive Assistant to the CEO plays a pivotal role in providing comprehensive administrative support to ensure the CEO’s efficiency, productivity, and successful management of their responsibilities. This role requires a high level of discretion, attention to detail, exceptional organizational skills, and the ability to manage multiple tasks in a fast-paced environment for a political consulting + public relations firm in Nashville.

 

Primary Job Responsibilities:

 

Executive Support

1. Calendar Management: Effectively manage the CEO’s calendar, scheduling appointments, meetings, and conference calls while prioritizing conflicting demands. Ensure all appointments and commitments are well-coordinated and properly communicated.

2. Meeting Support: Prepare and distribute meeting agendas, materials, and documents. Attend meetings, take minutes, and provide follow-up on action items to ensure tasks are completed.

3. Travel Arrangements: Plan and coordinate complex travel arrangements, including flights, accommodations, transportation, and itineraries. Able to identify solutions to meet competing demands and frequently changing schedules.

4. Event Coordination: Plan and coordinate internal and external events, including lunches, dinners, private events, and client meetings.

5. Personal Management: Supports coordination between the CEO and personal matters, including holiday and celebration cards, thank-yous, birthdays, etc.

 

Enterprise Operations

6. Communication: Handle incoming and outgoing communication on behalf of the CEO, including emails, phone calls, and other correspondence. Draft, edit, and proofread documents, memos, presentations, and other materials as needed.

7. Client Relations: Maintain positive relationships with clients, responding to inquiries, relaying messages, and facilitating communication between the CEO, organizational leadership and clients.

8. Document Management: Organize and maintain electronic and physical files, ensuring accuracy, confidentiality, and ease of access. Co-manage drafting, proofreading, and formatting documents, contracts, briefs and compliance filings.

9. Research Assistance: Conduct research as needed to support the CEO’s projects and business development efforts.

10. Financial Management: Responsible for tracking and managing expenses, reimbursements, and billing matters.

11. Office Operations: Oversee office operations including supply management, lease and facility upgrades, etc.

12. Administrative Support: Provide general administrative assistance, including managing phone calls, office supplies, and maintaining an organized workspace.

13. Project Management: Maintain an accurate account of the CEO’s list of deliverable items, follow-ups with teams, and necessary tasks. Organizes items by urgency and importance and advises the CEO in a way that maintains effective prioritization.

 

Qualifications:

· 3 - 5 years of related experience, strongly preferred in a political, legal or EA role

· Experience reporting to a C-Suite executive a plus

· Bachelor's degree or equivalent experience preferred

· Proficiency in Microsoft Office Suite and other relevant software.

· Exceptional organizational and time-management skills.

· Excellent written and verbal communication skills.

· Ability to work independently and proactively while anticipating the executive’s needs.

· Strong problem-solving skills and attention to detail.

· Professional demeanor and strong interpersonal skills.

· Discretion and understanding of the need for confidentiality.

· Flexibility to adapt to changing priorities and work extended hours when necessary.

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