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Executive Assistant

3 months ago

Carmel, United States TMG Operating LLC Full time
Job DescriptionJob DescriptionDescription:

Job Summary:

The Executive Assistant will handle ranging day-to-day logistics for the Founder/CEO and VP of Finance. This dynamic position requires the ability to anticipate needs and execute end-to-end, balance tactical flexibility with strategic planning, and provide a consistently high level of professionalism and confidentiality. You will be exceptionally organized, detail oriented, and proactive. You will possess strong verbal and communication skills, be resourceful, flexible, and professional.


You must have previous experience providing executive support to a CEO/Founder. This role will require you to work out of the Carmel, Indiana office. This person should have an exceptional track record of supporting executive leadership and experience working in a fast-paced environment. You are someone who thrives on seeing tasks to completion, with passion for technology.



Duties/Responsibilities:

  • Actively manage ("own") CEO calendar. Prioritize inquiries and requests while troubleshooting conflicts; ensure adequate focus-time towards company objectives; make judgements on recommendations to ensure smooth day-to-day arrangements.
  • Email management. Manage CEO's multiple emails to ensure appropriate follow up – coordinate responses with the CEO as needed and ensure CEO responds as needed in a timely manner.
  • Provide preparation support to strategic meetings. Arrange and handle logistics for key customer meetings, company leadership meetings, and events; schedule meetings, ensure agendas are prepared; assist in developing and distributing presentation materials, ensuring that materials are timely and complete; conduct research, gather background material, and draft remarks as necessary.
  • Complete the time-consuming research needed to make educated decisions in business. The executive assistant will handle the required research and provide CEO with the results.
  • Ability to read and decipher legal contracts and documentation.
  • Project management –responsible for managing various projects as assigned to ensure efficiency and meet deadlines.
  • Ensure the CEO is on schedule. Manage daily schedules by keeping in touch in real time to ensure he is on time.
  • Actively manage (“own”) CEO's travel. Arrange and manage the extensive travel schedule for customer meetings and company office visits, ensuring hotels are prepared for arrival on time, drivers/cars are in place as needed with appropriate follow-up and added to the calendar.
  • Offload a broad variety of administrative tasks to enable the CEO to focus. Assist with special projects, compose, and prepare email correspondence; maintain contact lists; manage travel & entertainment expense submissions.
  • Serve as the primary point of contact for the CEO including for highly confidential or critical matters. Prioritize and determine appropriate course of action, referral or response, exercising judgment to reflect CEO's style and organization policy.
  • Work closely with the CEO to keep him well 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.
  • Maintain open communications with the executive leadership team.
  • Coordinate meetings among the executive leadership team, assist with staff meetings and events as needed.
  • Ensure visibility to company-wide staff. Ensure visibility and smooth communication between the CEO and broader company staff, enabling credibility, trust, and support across the company.
  • Oversee delegation and quality assurance for internal and external outsourced responsibilities.
  • Complete projects by assigning work to appropriate staff, including the Executive Team, on behalf of the CEO.
  • Foster and support CEO relationship with their network. Follow up on contacts made by the CEO to cultivate ongoing relationships. Invest in building long-lasting relationships both externally and internally.


Required Skills/Abilities:

  • Self-starter, ability to complete a high volume of tasks and projects with little or no guidance.
  • Proven experience with complex coordination in a jam-packed environment, including being a partner to leadership functions.
  • Outstanding organizational and public relations skills.
  • Must be able to supervise, prioritize and delegate effectively.
  • Must be operationally oriented and develop action-item lists.
  • Proven ability to screen and prioritize business opportunities and minimize interruptions on behalf of the CEO.
  • Outstanding intellect and ability to learn the business and the marketplace.
  • Mature attitude and high EQ capable of interacting with a wide variety of levels.
  • Stellar organizational and communication skills, sound judgement, flexibility, and attention to detail.
  • Oriented to ask more questions versus working off assumptions.
  • Must maintain a high degree of confidentiality.
  • Should be a very polished self-starter who will look for new opportunities to improve current processes.
  • Must possess a business-oriented, entrepreneurial mind-set.
  • Must possess a team attitude and great people skills.
  • Aptitude for technology, computing, and quantitative thinking.
  • Proactive calendar, schedule, and resource management.
  • Ability to switch gears at a moment’s notice.

Qualification Requirements

Education and Experience:

  • Bachelor’s degree preferred or equivalent experience, MBA is a plus.
  • Paralegal background a plus.
  • Relevant experience with fast-paced, growth environments, in a technology company.
  • Project Management certification is a plus.
  • 7+ years’ supporting C-Level executives
  • A minimum of 8-12 years prior work experience as a technical assistant/executive assistant/office manager.
  • Strong technical knowledge and interest, particularly in key Microsoft Office 365 applications: Teams, Project, Word, Excel, Visio, and PowerPoint.
  • Proficient MS office suite skills and Office 365.
  • Experience with Adobe Acrobat, Salesforce, Social Media web platforms, and other technology software.
  • Analytical thinker with strong quantitative skills and desire for continuous learning.


Physical Requirements:

  • Must be able to travel.
  • Prolonged periods of sitting at a desk and working on a computer.
  • Must be able to lift 15 pounds at times.


DISCLAIMER:

  • Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
  • The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.
  • The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.


Requirements:

Bachelor’s degree preferred; advanced degree a major plus

Paralegal background a plus

Relevant experience with fast-paced, growth environments, in a technology company.

Project Management certification is a plus.

7+ years’ supporting C-Level executives.

A minimum of 8-12 years prior work experience as a technical assistant/executive assistant/office manager.

Strong technical knowledge and interest, particularly in key Microsoft Office 365 applications: Teams, Project, Word, Excel, Visio, and PowerPoint.

Proficient MS office suite skills and Office 365.

Experience with Adobe Acrobat, Salesforce, Social Media web platforms, and other technology software.

Analytical thinker with strong quantitative skills and desire for continuous learning.