Executive Assistant to CEO

3 weeks ago

Yuma, United States Harvest Preparatory Academy Full time
Job DescriptionJob DescriptionSalary: DOE

Position Overview:


As the Executive Assistant to the CEO of Harvest Preparatory Academy Charter Schools, you will be a trusted partner and provide high-level administrative support to the CEO. You will be the critical point of contact for the office of the President and CEO overseeing and managing tasks that she distributes and effectively overseeing her key projects. You will be critical in managing the CEO's communications and administrative tasks, ensuring smooth operations, and facilitating effective decision-making. Your exceptional organizational skills, discretion, and professionalism will contribute to the efficiency and success of the CEO's office.


We seek a highly organized, proactive, and resourceful Executive Assistant to support our President & CEO. This role is integral to ensuring that our executive leadership operates smoothly and effectively. The ideal candidate will excel in a high-energy environment, demonstrate exceptional problem-solving skills, and be prepared for a role that demands more than traditional administrative tasks.


Key Responsibilities:


- Executive Support: Provide comprehensive administrative support to the President & CEO, including managing complex calendars, arranging travel, and organizing meetings and events.

- Communication Liaison: Serve as the primary point of contact between the President & CEO and internal/external stakeholders. Facilitate effective communication, manage information flow, and handle inquiries with professionalism.


Strategic Assistance: Conduct research, analyze data, and prepare reports and presentations to assist in the execution of strategic initiatives. Support project management efforts as needed.


- Problem Solving: Anticipate and address potential issues proactively. Demonstrate the ability to manage and resolve problems independently, often under tight deadlines.


- Confidentiality: Handle sensitive information with the utmost discretion and maintain strict confidentiality.


- Prioritization and Organization: Effectively manage and prioritize a high volume of tasks, ensuring timely completion and alignment with executive priorities.


- Administrative Excellence: Maintain office systems and processes, including filing, record-keeping, and document preparation, to support efficient operations.


Other Main Responsibilities:


1. Calendar and Schedule Management:
   - Manage the CEO's calendar, scheduling appointments, meetings, and travel arrangements.
   - Prioritize and coordinate commitments, ensuring optimal use of time and resources.
   - Anticipate scheduling conflicts and proactively resolve them to maximize productivity.


2. Communications and Correspondence:
   - Serve as the primary point of contact for internal and external stakeholders, filtering and managing communications on behalf of the CEO.
   - Draft, proofread, and edit correspondence, emails, reports, and presentations as required.
   - Maintain a high level of professionalism and confidentiality in all communications.


3. Meeting and Event Coordination:
   - Organize and coordinate meetings, conferences, and special events involving the CEO.
   - Prepare meeting agendas, attend meetings, and take accurate minutes.
   - Coordinate logistics, including venue reservations, catering, audiovisual equipment, and materials.


4. Information Management:
   - Gather and analyze information, conducting research, and preparing summaries and reports for the CEO's review.
   - Create and maintain organized filing systems, both physical and electronic, ensuring easy retrieval of documents and information.
   - Keep abreast of industry trends, educational developments, and other relevant topics to provide timely updates to the CEO.


5. Travel and Expense Management:
   - Make travel arrangements, including booking flights, accommodations, ground transportation, and visas as necessary.
   - Prepare detailed itineraries and travel expense reports, ensuring compliance with organizational policies and procedures.
   - Monitor and reconcile expense reports, maintaining accurate records of expenditures.


6. Special Projects and Initiatives:
   - Assist the CEO in various special projects, initiatives, and research assignments.
   - Collaborate with cross-functional teams to facilitate the implementation of strategic initiatives.
   - Participate in meetings, prepare materials, and provide support as required.


Qualifications:
- Can work extended hours and travel if needed. (Overtime compensation Provided) 

- Bachelor's degree in business administration, communications, or a related field (preferred but not required).
- Proven experience as an executive assistant or in a similar role, supporting C-level executives.
- Exceptional organizational and time management skills, with the ability to prioritize and multitask effectively.
- Strong written and verbal communication skills, with meticulous attention to detail.
- Proficiency in using productivity tools, such as Microsoft Office Suite and calendar management software.
- Discretion and professionalism in handling sensitive and confidential information.
- Ability to work independently, exercise sound judgment, and handle demanding situations with composure.
- Flexibility and adaptability to changing priorities and ability to work in fast-paced work environments 

 


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