Executive Assistant

4 weeks ago

Manassas, Virginia, United States Soft Power Solutions, LLC Full time
Job Summary

We are seeking a highly organized and proactive Executive Administrator to provide high-level administrative assistance to our CEO. This role is pivotal in enhancing the effectiveness and productivity of our CEO by providing a diverse range of tasks and responsibilities.

  • Provide comprehensive and confidential administrative support to the CEO and Executive team.
  • Undertake various tasks such as project management, managing communications, planning events, and handling essential functions like calendar management, scheduling, information research and organization, and assisting with meeting preparation.
  • Manage the CEO's accounting activities and travel coordination and reimbursements for the Executive team.
  • Assist with collecting and compiling statistical, financial and other information for monthly, special and periodic reports.
  • Assist with budget execution and research and explanation of budget variances.
  • Demonstrate a deep understanding of the business, prioritizing daily tasks, and effectively managing CEO-related events and information to optimize productivity.
  • Emphasize attention to detail, situational awareness, and maintaining strong verbal and written communication skills.
  • Proactively minimize the CEO's administrative workload by identifying opportunities to assume responsibilities.
  • Function and communicate with exceptional attention to detail, timing, and judgment in a high-paced environment.
  • Anticipate shifts in priorities, information flow, or changes while maintaining professionalism under simultaneous demands for attention.
  • Organize preparations for community engagements, events, projects, and communications, including logistics, presentations, agendas, board meeting material preparations, and follow-ups.
  • Take ownership to ensure the successful and disciplined execution of tasks.
  • Initiate and prepare correspondence, including internal and external communication aligned with influencing key takeaways and cultural and mission activation.
  • Draft letters, reports, and internal/external correspondence requiring judgment as to appropriate format.
  • Exhibit and maintain a high level of discretion, confidentiality, and good judgment in handling sensitive matters.
  • Communicate daily work status with clear and concise follow-up.
  • Be proactive and solution-oriented when faced with challenges, suggesting and implementing improvements.
  • Develop and maintain excellent professional relationships.
  • May prepare reports to the Board of Directors as requested by the Chairman and/or CEO. May attend conferences/meetings to take notes and prepare summaries or minutes.
  • Coordinate updates of forms and corporate record compliance.
Requirements
  • Proven experience as an Executive Assistant or in a similar role.
  • Strong organizational and multitasking skills.
  • Excellent attention to detail and time management.
  • Exceptional written and verbal communication skills.
  • Ability to maintain confidentiality and exhibit good judgment is a must.
  • Proficient in Microsoft Office (Word, Excel, Outlook, Power Point), SharePoint; required.
  • Project Management experience (planning, organizing, scheduling, prioritizing, executing).
  • Proactive and solution-oriented mindset.

EEO Employer F/M/Vet/Disabled

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