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Senior Executive Coordinator

2 months ago

San Francisco, California, United States Emerge Talent Cloud Full time
Job Overview

POSITION TITLE: Executive Assistant


REPORTS TO: Chief Operating Officer (COO)


POSITION SUMMARY:
We are in search of a meticulous and highly organized Executive Assistant to deliver comprehensive administrative support to our executive leadership team. The successful candidate will demonstrate a proactive and resourceful approach, adeptly managing a diverse array of responsibilities. The Executive Assistant is pivotal in facilitating effective communication and operational efficiency within the organization, engaging with key stakeholders including staff, partners, and vendors.


KEY RESPONSIBILITIES:


1. Calendar Management and Executive Coordination:

  • Efficiently coordinate and oversee the calendars of the CEO and COO, arranging meetings, appointments, and travel logistics.
  • Prioritize and manage conflicting demands to ensure timely participation in critical engagements.
  • Oversee daily operations of the executive office, managing task lists, email correspondence, and other administrative functions with independent judgment and foresight.

2. Communication:

  • Compose and refine emails, memos, and various communications on behalf of the executives, ensuring confidentiality and discretion.
  • Manage incoming inquiries and calls, filtering and redirecting as appropriate.
  • Assist in internal communication initiatives, including drafting summaries and presentations to promote information sharing.

3. Project Support and Administrative Assistance:

  • Assist with special projects, research, and strategic planning initiatives.
  • Support the annual planning process and organizational initiatives.
  • Track progress against strategic goals and contribute to enhancing operational processes.
  • Provide backup support for administrative functions in collaboration with the operations team.
  • Adapt to evolving priorities and effectively manage ad hoc tasks.
  • Perform additional duties as assigned.

4. Meeting and Event Coordination:

  • Prepare agendas, materials, and presentations for executive and leadership meetings.
  • Attend meetings as required, documenting minutes and tracking action items.
  • Coordinate logistics for staff events and other organizational gatherings.

5. Travel Coordination:

  • Arrange travel logistics, including flights, accommodations, and transportation for the executive team.
  • Develop detailed itineraries to ensure seamless travel experiences.

6. Document and Financial Management:

  • Maintain organized filing systems for both electronic and physical documents.
  • Process sensitive documents, including contracts and invoices, with accuracy.
  • Assist with expense reporting for the executive team.

7. Relationship Management:

  • Foster positive relationships with staff, board members, and external partners.
  • Stay informed about organizational activities to enhance support for the executive team.
  • Represent the organization professionally at various events.

QUALIFICATIONS:

  • Minimum of three years of relevant experience in an executive support role.
  • Demonstrated ability to manage multiple projects and priorities effectively.
  • Proficient in Microsoft Office 365 and capable of quickly learning new software.
  • Strong interpersonal and communication skills, both written and verbal.
  • Experience in event planning and business meeting coordination.
  • Commitment to organizational values of diversity, equity, and inclusion.

WORKING CONDITIONS:

  • Hybrid work environment with occasional travel requirements.
  • Flexibility to work evenings or weekends as needed.