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Executive Operations Coordinator

3 weeks ago

New York, New York, United States Startale Full time

Job Description:

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We are seeking a talented Executive Assistant to support our CEO at Startale in NYC. The ideal candidate will have exceptional organizational and time management skills, with the ability to multitask and prioritize effectively in a fast-paced environment.

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About the Role:

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The Executive Assistant will be responsible for managing the CEO's calendar, coordinating travel arrangements, and handling sensitive information with discretion. You will also be responsible for communicating effectively with internal and external stakeholders, including board members, clients, partners, and vendors.

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Key Responsibilities:

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  • Coordinate and manage the CEO's schedule, including scheduling meetings, appointments, and conference calls.\
  • Prioritize and organize incoming meeting requests, ensuring the CEO's time is optimized.\
  • Anticipate scheduling conflicts and proactively resolve them.\
  • Arrange domestic and international travel itineraries for the CEO, including flights, accommodations, ground transportation, and other logistics.\
  • Prepare detailed travel agendas and provide necessary documents and information for smooth travel experiences.\
  • Monitor travel disruptions and make alternative arrangements as needed.\
  • Serve as the primary point of contact for internal and external communications on behalf of the CEO.\
  • Screen and prioritize incoming emails, phone calls, and other correspondence, responding or redirecting as appropriate.\
  • Draft, proofread, and edit correspondence, presentations, and other documents as requested.\
  • Take minutes, track action items, and follow up on meeting outcomes as needed.\
  • Manage confidential and sensitive information with discretion and confidentiality.\
  • Maintain organized electronic and physical filing systems, ensuring easy retrieval of documents and records.\
  • Cultivate and maintain positive relationships with internal and external stakeholders, including board members, clients, partners, and vendors.\
  • Liaise between the CEO and other team members, departments, and external contacts, facilitating effective communication and collaboration.\
  • Assist the CEO with ad-hoc projects, initiatives, and tasks as assigned.\
  • Contribute to the overall efficiency and effectiveness of the executive office through continuous improvement initiatives.\
  • Estimated salary: $120,000 - $140,000 per annum.\
  • Proven experience as an executive assistant or similar role, supporting C-level executives.\
  • Exceptional verbal and written communication skills, with keen attention to detail.\
  • Proficiency in Microsoft Office suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.\
  • Discretion and confidentiality in handling sensitive information.\
  • Professional demeanor and interpersonal skills, with the ability to interact confidently with individuals at all levels.\
  • Flexibility and adaptability to changing priorities and deadlines.\
  • Resourcefulness and problem-solving abilities.\
  • Availability to work outside regular business hours and travel occasionally, as needed.