Executive Assistant

4 days ago

St Paul, United States BWBR Architects Full time

APPLICATION REQUIREMENT: Please submit a cover letter and resume. DOCUMENTS BEING UPLOADED MUST BE LESS THAN 5 MB BWBR is seeking a proactive and experienced Executive Assistant to support the President/CEO of our architecture firm. This is a pivotal role, ensuring smooth day-to-day operations, effective time management, and seamless communication. The ideal candidate will not only manage administrative tasks but also anticipate needs, enabling the President/CEO to focus on strategic leadership. As the President/CEO adjusts to working with an Executive Assistant, this role requires someone experienced, adaptable, and skilled in helping executives optimize their time. The position is hybrid, with three days in the office and two days remote (or five days in-office if preferred). Key Responsibilities: Calendar Management: Manage and prioritize the President/CEO's calendar, ensuring efficient scheduling and time blocking. Coordinate internal and external meetings, ensuring alignment with strategic priorities. Provide reminders and prepare relevant documents or briefings ahead of meetings. Meeting Coordination & Support: Attend meetings with or on behalf of the President/CEO, taking detailed notes and tracking action items. Ensure timely follow-up on outstanding tasks or deliverables. Communication Management: Serve as the primary point of contact for internal and external inquiries. Manage correspondence (emails, calls) to filter, prioritize, and escalate items as needed. Draft, proofread, and edit communications on behalf of the President/CEO. Travel Coordination: Plan and book domestic and international travel arrangements, including flights, accommodations, and itineraries. Handle last-minute changes or cancellations as needed. Administrative Support & Project Assistance: Proactively identify ways to streamline the President/CEO's workload. Assist with preparing presentations, reports, and meeting agendas. Support special projects as needed, ensuring deadlines are met. Relationship Management: Build strong relationships with key stakeholders, both internal and external. Maintain professionalism and confidentiality in all interactions. Office Presence & Flexibility: Be available for in-person support three days per week (or more, based on preference). Adapt to changing priorities with ease and remain responsive to ad-hoc needs. Qualifications: Experience: 5+ years as an Executive Assistant, ideally supporting C-suite executives. Education: Bachelor's degree preferred but not required; relevant certifications (e.g., CAP) are a plus. Skills: Exceptional calendar management and organizational skills. Outstanding written and verbal communication abilities. Strong note-taking and follow-up skills, with high attention to detail. Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and virtual collaboration tools (Zoom, Teams). Ability to manage multiple priorities and projects simultaneously. Discretion and professionalism when handling sensitive information. A proactive mindset with the ability to anticipate needs and solve problems independently. Familiarity with architecture, design, or professional services firms is a plus. Why Join Us? This is an exciting opportunity to work closely with a new President/CEO and play a key role in their success and the success of the firm. If you are passionate about supporting executive leadership and thrive in dynamic environments, we encourage you to apply. Work Environment & Benefits: Hybrid work schedule: 3 days in-office, 2 days remote (optional 5 days in-office) Competitive salary and benefits package Opportunities for professional development EEO/W/M/Veteran/Disability EEO/W/M/Vet/Disability

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