Executive Assistant to the President

1 week ago

Anaheim, United States Defined Staffing Solutions Full time
Job Title: Executive Assistant to the President

We are seeking a highly skilled and experienced Executive Assistant to support the President & CEO of our organization. This individual will play a pivotal role in ensuring the efficient operation of the CEO's office by providing top-tier administrative support, managing high-level projects, and serving as a central point of communication and coordination.

Key Responsibilities:
  • Administrative Support: Manage the CEO's daily calendar, ensuring all appointments, meetings, and events are accurately scheduled. Prepare necessary documents and materials for meetings, and handle follow-ups as needed.
  • Executive Liaison: Serve as the primary point of contact between the CEO's office and internal/external stakeholders. Handle correspondence, calls, and requests in a professional and timely manner.
  • Project Management: Support the CEO with project coordination and research, compiling relevant data and preparing reports to inform decision-making. Take ownership of special projects as assigned, ensuring timely and successful completion.
  • Board of Directors Support: Coordinate Board and Committee meetings, prepare agendas and meeting materials, and take detailed minutes. Maintain accurate records of Board activities and manage the distribution of reports and other documentation.
  • Travel & Itinerary Planning: Arrange domestic and international travel for the CEO, including flights, accommodations, and transportation. Prepare detailed travel itineraries, ensuring all logistics are well-coordinated.
  • Document Preparation & Review: Draft, edit, and proofread documents, including business correspondence, proposals, and reports. Maintain consistency and quality in all written communications.
  • Confidentiality & Discretion: Handle sensitive information and confidential matters with discretion. Manage confidential files and ensure that information is not shared inappropriately.
  • Team Collaboration: Provide administrative support to senior management as needed. Work closely with HR, Finance, and other departments on cross-functional projects.
  • Office Management: Oversee general administrative functions of the office, including maintaining office supplies and coordinating with vendors. Act as the point of contact during the CEO's absence, ensuring business continuity.
Requirements:
  • Bachelor's degree preferred, with 5+ years of experience supporting senior-level executives.
  • Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook).
  • Outstanding verbal and written communication skills.
  • Strong organizational and multitasking abilities, with proven experience managing multiple priorities in a fast-paced environment.
  • High level of professionalism, integrity, and ability to handle confidential matters.
  • Ability to work independently and anticipate the needs of the CEO.
  • Flexibility to adjust to shifting priorities and handle last-minute changes.
  • Experience supporting a Board of Directors or executive committee is a plus.
Work Environment:
  • The position requires flexibility in working hours to accommodate the CEO's schedule, including occasional early mornings, evenings, and weekends.
  • Must be able to travel locally as needed and be available for some on-call support outside of regular business hours.
Physical Requirements:
  • Frequent sitting, standing, and occasional light lifting (up to 25 lbs).
  • Use of office equipment such as computers, phones, and printers.

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