Executive Administration Specialist for CEO

1 week ago

San Diego, California, United States Rivulis Irrigation Full time

POSITION OVERVIEW

The Executive Administration Specialist for the CEO plays a pivotal role in delivering extensive support to the Chief Executive Officer, Board of Directors, and the Executive Team while overseeing the operational aspects of the organization’s office, including remote work capabilities. This multifaceted role demands foresight, critical thinking, and the ability to propose effective solutions to challenges, all while maintaining a high standard of professionalism and confidentiality.

KEY RESPONSIBILITIES include, but are not limited to:

  • Advanced Calendar Management: Efficiently manage the CEO's calendar by prioritizing requests and resolving scheduling conflicts, ensuring seamless daily operations.
  • Liaison for the Board of Directors: Provide essential support to the Board by organizing meetings, preparing agendas, compiling presentation materials, and documenting meeting minutes in compliance with established regulations.
  • Comprehensive Administrative Support: Facilitate the CEO's leadership by managing special projects, creating complex documents and presentations, preparing meeting materials, drafting correspondence, organizing travel arrangements, and processing expense reports.
  • Primary Contact Point: Serve as the main point of contact for internal and external stakeholders regarding the CEO, handling sensitive matters with discretion and exercising sound judgment.
  • Proactive Communication: Maintain open lines of communication across all divisions, keeping the CEO informed of upcoming commitments and organizational developments.
  • Executive Team Coordination: Organize Executive Team meetings and retreats, ensuring effective collaboration and communication among team members.
  • Office Management: Oversee the organization's office services, including policy development for improved workflow, vendor selection, and procurement of necessary supplies.
  • Event Management: Provide logistical support for events and maintain a welcoming environment for guests.
  • Financial Management: Handle petty cash reimbursements and ensure accurate reconciliation.

EDUCATION AND EXPERIENCE

  • Bachelor's Degree in Business Administration or a related field.
  • A minimum of five years of experience supporting C-level executives or teams.
  • Proficient in Microsoft Office Suite and other relevant software.

SKILLS AND ABILITIES

  • Exceptional written and verbal communication skills.
  • Strong organizational and time management abilities, capable of multitasking in high-pressure environments.
  • High integrity and the ability to maintain confidentiality with sensitive information.
  • Critical thinking and problem-solving skills, with the ability to analyze and interpret data.
  • Effective interpersonal skills, enabling communication at all organizational levels.

WORK ENVIRONMENT

The work environment is dynamic, requiring adaptability and a proactive approach to various challenges. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

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