Executive Assistant to Chief Executive Officer

6 days ago

Richmond, United States Aquent Full time

Title: Executive Assistant to the CEO

Location: Richmond, VA - onsite

Hours: M-F 8:30-5

Length of Assignment: 6 months with the ability to extend or go FTE

Pay: $50-55.00/hr on a W2

Position Summary:

The Executive Assistant is pivotal in ensuring the smooth functioning of our agency's day-to-day operations. This multifaceted position encompasses four main areas of responsibility: supporting the CEO’s scheduling and administrative needs, providing scheduling support to the Chief Client Officer (CCO), overseeing our IT provider and infrastructure, and managing overall office operations, including facilities management and event planning.

Key Responsibilities:

  1. CEO and Senior Leadership Team Support:
  • Act as the primary contact for scheduling and coordinating the CEO's calendar, meetings, and travel.
  • Prioritize and organize appointments to align with the CEO's strategic objectives.
  • Provide scheduling support to the CCO, focused on external client meetings.
  • Coordinate meetings with senior leaders, resolving scheduling conflicts as necessary.
  • Handle all executive matters with discretion, confidentiality, and sound judgment.
Operations and Agency Coordination:
  • Serve as the liaison between Operations and other departments for communication, coordination, and implementation.
Technology Management:
  • Manage the agency's relationship with its external IT provider to ensure all technology needs are met, including hardware, software, and network infrastructure.
  • Implement IT policies and procedures to ensure data security and compliance.
  • Maintain staff administrative records related to equipment, phones, and databases.
  • Oversee the West Cary Group wiki, ensuring content is up-to-date and relevant.
Facilities Management:
  • Ensure the office environment is safe, organized, and productive.
  • Oversee relationships with vendors, contractors, and service providers for facility-related needs.
  • Manage office supplies, storage systems, and equipment.
  • Coordinate maintenance requests and repairs as needed.
Event Planning and Execution:
  • Plan and coordinate internal and external events, including team meetings, client presentations, and industry conferences.
  • Manage event budgets, logistics, and vendor relationships to ensure successful execution.
  • Collaborate with marketing and creative teams to develop engaging event materials and presentations.
Other Duties:
  • Perform additional tasks as required to support the smooth functioning of the agency.

Essential Skills and Experience:

  • High school diploma is required; a bachelor’s degree in business administration or a relevant field is preferred.
  • 3-5+ years of experience as an administrative manager, office assistant, or in a similar role; experience supporting a founder/CEO is preferred.
  • Exceptional communication and interpersonal skills.
  • Excellent organizational and leadership abilities.
  • Familiarity with office management procedures and basic accounting principles.
  • Ability to adapt to organizational changes and influence others.
  • Strong understanding of IT systems and infrastructure from a user perspective.
  • Proficiency in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint) in a Mac environment.
  • Strong initiative, ability to multitask, and a team-oriented mindset.
  • Ability to exercise sound judgment, handle confidential matters, and work in a fast-paced environment.

Role Qualifications:

  • Professionalism and discretion in all aspects of the role.
  • Strong project management skills and customer service focus.
  • Ability to work on multiple projects simultaneously and meet deadlines.

Compensation:

The target hiring compensation range for this role is $50.00-55.00 per hour. Compensation is based on several factors, including but not limited to, education, relevant work experience, relevant certifications, and location.

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