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Executive Assistant To CEO

4 months ago

New Castle, United States Compass Business Solutions, Inc. Full time
Job DescriptionJob DescriptionAt LIVE EVENTS we are a trusted leader as a FULL-SERVICE enterainment and production company. OUR PASSION for the business will be demonstrated by our CUTTING EDGE INNOVATION, THE HIGHEST QUALITY STANDARDS & superior CUSTOMER SERVICE.

OUR CORE VALUES

Ensuring SAFETY is our Top Priority.

We treat each Teammate, Customer, Supplier, and Regulator with RESPECT.

Individual and Team INITIATIVE drives our company.

We produce every project with TIRELESS DEDICATION.

Great performances are our PASSION.

Position Summary:
The Executive Assistant to the CEO will be responsible for providing high-level, anticipatory, comprehensive, executive support and project management to the CEO with professionalism and confidentiality.

**This is a hybrid role based in New Castle, PA, the Executive Assistant is expected to be in the office up to 4 days a week, aligning their in-office presence with the CEO's travel schedule, which typically varies between 2-5 days per week in office.

Principal (Essential) Duties:
  • Provides anticipatory, timely assistance and communication to support the CEO and other leadership team members as assigned by the CEO. Communicates directly and on behalf of the CEO with employees and other business partners.
  • Manages the CEO’s schedule. Accurately and efficiently organize meetings and appointments according to CEO’s preferences. Serves as a liaison, initial point of contact, and gatekeeper.
  • Act as a trusted advisor and strategic partner to the CEO, providing insights and recommendations to support decision-making and assist in developing, implementing, and monitoring strategic initiatives and projects. Serve as the CEO’s administrative liaison with discretion, ensuring accurate and timely completion of deliverables, and addressing and resolving issues as they arise.
  • Conducts research and prepares reports, presentations, and data analysis as well as maintains files, records, and correspondence for meetings for the CEO and Leadership Team. Handles confidential information and maintains confidentiality.
  • Conserves the CEO’s time by reading, researching, and routing correspondence. Prepares correspondence and documents in the executive’s voice. Initiates and responds to calls/correspondence/email in a timely manner.
  • Oversees day-to-day administrative tasks including expense reports, etc. Organizes and maintains files.
  • Assists with travel arrangements, transportation, accommodations, entertainment, and other related activities, maintaining required travel-related information for the CEO. Prepares and distributes itineraries and all correspondence related to the arrangements. Follows up and confirms details.
  • Organizes meetings, dinners, presentations, conferences, company-wide events, and special projects. Independently plans and executes all logistics and details according to size and importance (e.g., room selection, seating arrangements, tent cards, supplies, IT support, materials, refreshments including guest dietary preferences, transportation, communication, security, virtual meeting management and hosting, etc.).
  • Collaborates and communicates with other departments, staff members, business partners, funders, and organization members as needed. Additionally, works with other executive assistants to facilitate and build processes that enhance collaboration and efficiency across the executive team.
Secondary Duties:
  • Completes special projects as required.
  • Performs other duties as required and assigned.

Knowledge, Skills and Abilities:
  • Excellent verbal and written communication skills.
  • Able to be the eyes and ears of the CEO, anticipating needs and questions.
  • Able to identify and establish procedures that are best for the CEO’s style and schedule.
  • Extremely proficient in MS Office and virtual meeting applications, including Microsoft Teams. Adept at quickly mastering new systems and technology.
  • Detail-oriented, organized, motivated, meticulous, practical & flexible.
  • Able to effectively handle multiple and shifting priorities and maintain professional composure.
  • Able to work in a fast-paced, high energy and team-oriented environment.
  • Able to produce high quality work under pressure and within tight deadlines.
  • Excellent interpersonal skills; able to develop relationships with coworkers, business partners and colleagues. Builds trust, honors commitments and treats all with respect. Uses those skills to accurately accomplish tasks by the deadlines.
  • Able to work independently and as part of a team. 
  • Able to resolve issues, manage conflict, exercise good judgement, and be a creative problem solver.

Experience/ Education Requirements:
  • High school diploma, or equivalent, required. Bachelor’s Degree required.
  • Minimum of 5 years’ experience supporting C-level executives with highly detailed and sophisticated administrative, organizational, and communication skills; experience working at entrapreneural organizations preferred
  • Proficient in Microsoft Office Suite and virtual meeting applications.

Working Conditions/ Physical Demands:
  • Travel up to 10% may be required.
  • Perform light work - exerting up to 20 pounds of force frequently and/or lifting no more than 20 pounds at a time with frequent lifting or carrying of objects weighing up to 10 pounds.
  • Ability to see, hear, talk and perform tasks requiring manual dexterity and visual acuity; sit, stand, walk and other similar tasks requiring physical activity.
  • Ability to operate standard office/computer equipment.


 

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