Executive Assistant to CEO
4 weeks ago
Essential Duties and Responsibilities:
Executive Assistant Responsibilities
- Review, update, and manage the CEO's calendar exercise considerable discretion and judgment regarding priorities and effective use of the CEO's time. Regularly arranges meetings, schedules and re-schedules appointments, and follows up with participants to ensure accuracy and effectiveness of the CEO's calendar.
- Communicates with internal and external stakeholders timely and often.
- Coordinates and plans travel including flights, hotels, cars, etc. and provides travel itineraries.
- Monitors schedule and weather for traveling executives and proactively reschedules flights, cars, etc.
- Tracks and creates expense reports.
- Manages meeting agendas, attendees, and logistics for meetings, office events, and conferences while anticipating conflicts and solving scheduling issues.
- Receives and distributes presentations, materials for meetings and conference calls.
- As needed, participates in meetings, including note-taking. Notes must be organized, and action items distributed and tracked to help drive completion of company and employee deliverables, sending reminders to follow up on outstanding items.
- Serves as a liaison for key Company and executive-level meetings.
- Proactively manages projects to ensure smooth and high-quality outcomes while working on multiple assignments with differing priorities and abbreviated timelines that involve team members with varying communication and execution styles.
- Prioritizes conflicting needs; handles matters expeditiously and proactively follows through on projects to successful completion, often with deadline pressures.
- Anticipates the support needed by the CEO and plans ahead accordingly.
- Effectively uses software products to produce requested materials such as correspondence, reports, spreadsheets, charts, graphs, presentation materials, forms, mailing lists, and meeting agendas.
- Drafts emails, correspondence and other materials and reviews and edits documents.
- Acts as liaison with other departments and externally when applicable.
- May handle personal items for executives on an as needed or requested basis.
Management / Office Responsibilities:
- Prepares office space accordingly in advance of guest arrivals including office space and office access.
- Assists in planning and coordinating office events.
Other Responsibilities:
- Willingly takes on additional responsibilities as requested to accomplish department and Company objectives.
- Actively participates and contributes to the goals and objectives of the Company by working collaboratively and fostering a positive and inclusive work environment.
Skills and Abilities:
- Proficiency in calendar management, scheduling, and coordinating meetings and appointments.
- Discretion and confidentiality in handling sensitive information and correspondence.
- Communicates clearly and interacts with others in a manner that demonstrates professionalism.
- Ability to anticipate and proactively address the needs of the CEO.
- Strong problem-solving skills and the ability to adapt to rapidly changing priorities.
- Self-starter with excellent follow through and time management skills.
- Advanced proficiency with Microsoft Office products, including Excel, Word, PowerPoint, Outlook, and virtual meeting platforms.
- Attention to detail and accuracy in preparing reports, presentations, and other documents.
- Exceptional judgement, decision making and prioritization skills.
- Adaptable in a rapidly changing environment.
Training or Work Experience:
- Minimum 7 years of corporate executive support experience required.
- 10 years of corporate executive support experience preferred.
- Experience providing executive support to the CEO of an Insurance, or Financial Services Company preferred.
Education:
- High School Diploma or Equivalent required
- Bachelor's Degree preferred
Working Conditions:
- On-Site Location: Scottsdale, Arizona
- Mostly off-site
- Business Travel: Travel not required/likely
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