Executive Assistant to the CEO and Corporate Office Manager

4 weeks ago

MagstattleBas, Grand Est, United States Navigator Energy Services Full time
Job Title: Senior Executive Assistant and Office Manager

The Senior Executive Assistant to the CEO and Corporate Office Manager plays a pivotal role in providing high-level administrative support to the CEO and ensuring the seamless operation of the corporate office. This position demands exceptional organizational skills, discretion in handling sensitive information, experience interfacing with high-level external stakeholders, and the ability to effectively manage multiple priorities simultaneously.

Key Responsibilities:
  • Executive Support:
    • Calendar Management: Coordinate and manage the CEO's schedule, including meetings, appointments, and travel arrangements/logistics.
    • Communication: Serve as the primary point of contact between the CEO and internal/external stakeholders. Handle correspondence and phone calls on behalf of the CEO.
    • Documentation: Prepare, edit, and proofread reports, presentations, and other documents. Maintain confidential files and records.
    • Meeting Coordination: Organize and facilitate executive meetings, including agenda preparation, minute-taking, and follow-up on action items.
    • Travel Arrangements: Plan and coordinate domestic and international travel, including flight bookings, accommodations, itineraries, and expense reports.
    • Project Management: Assist the CEO with special projects, research, and data analysis. Ensure timely completion of tasks and initiatives.
  • Office Management:
    • Office Operations: Oversee daily office operations, ensuring a productive and organized work environment. Manage office supplies, equipment, and maintenance.
    • Budget Management: Monitor and manage office budgets, including expenditures and cost-saving initiatives.
    • Vendor Relations: Liaise with vendors and service providers, negotiating contracts and ensuring quality service delivery.
    • Facilities Management: Coordinate with building management for office space maintenance, security, and any necessary repairs or improvements.
    • New Employee Setup: Coordinate with HR to help manage the setup of building access, badges, headshots, and welcome emails for new employees, ensuring a smooth onboarding experience.
  • Event Planning:
    • Event Coordination: Assist in the planning, coordination, and execution of office events, meetings, and conferences, ensuring all logistics, including venue booking, catering, and materials, are organized and managed effectively.
    • Volunteer Event Organization: Coordinate quarterly volunteer events across all offices, liaising with teams to identify opportunities, plan activities, and manage event logistics.
    • Company Swag Management: Oversee the purchasing and management of company swag, ensuring timely availability and distribution for events, employee recognition, and promotional activities.
    Qualifications:
    • Education: Bachelor's degree in Business Administration, Management, or a related field preferred.
    • Experience: Minimum of 7-10 years of experience as an executive assistant, in support of senior executives or C-suite roles.
    Skills:
    • Organizational Skills: Exceptional ability to manage multiple tasks and priorities.
    • Communication Skills: Excellent written and verbal communication skills.
    • Technology Proficiency: Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
    • Problem-Solving: Strong problem-solving and decision-making abilities.
    • Graphics/Website Design Capability: Desired, but not required.
    • Discretion: High level of discretion and confidentiality.
    Personal Attributes:
    • Professionalism: Maintain a high level of professionalism and a positive attitude.
    • Attention to Detail: Meticulous attention to detail and accuracy.
    • Initiative: Proactive and able to work independently with minimal supervision.
    • Flexibility: Adaptable and able to handle changing priorities and demands.
    Work Environment:
    • Location: Office-based role, with occasional travel required.
    • Hours: Full-time position, with the possibility of overtime or irregular hours depending on the CEO's needs.

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