Executive Assistant to CEO

24 hours ago

Portland, United States Forest City Trading Group LLC Full time
Job Description

Forest City Trading Group LLC is seeking a highly skilled and experienced Executive Assistant to provide comprehensive support to the CEO. This is a critical role that requires impeccable organizational skills, exceptional attention to detail, and the ability to handle highly confidential information with utmost discretion.

Key Responsibilities:
  1. Executive Administrative Support:
    • Manage the CEO's complex and dynamic calendar, including scheduling meetings, appointments, and travel arrangements.
    • Anticipate scheduling conflicts and proactively resolve them to optimize the CEO's time.
    • Prepare and distribute correspondence, memos, letters, and reports as needed.
    • Maintain electronic and paper records ensuring accuracy and confidentiality.
    • Coordinate logistics for meetings, conferences, and events.
    • Arrange travel itineraries for the CEO, including flights, accommodations, ground transportation, meals, and entertainment.
    • Prepare detailed travel agendas and ensure all travel arrangements align with the CEO's preferences and business objectives.
    • Manage the CEO's direct staff needs by coordinating activities, meetings, and communications with the CEO's staff to optimize their work with the CEO.
  2. Information Management:
    • Conduct research, compile data, and prepare documents for presentation or review.
    • Assist in the preparation of presentations and reports.
    • Collect and analyze information to generate reports and summaries.
  3. Communication Management:
    • Act as a point of contact between the CEO and executives, employees, clients, and external partners ensuring clear and effective communication on behalf of the CEO inside and outside the organization.
    • Manage the CEO's email and phone communications, prioritizing messages and handling inquiries with professionalism and discretion.
    • Handle incoming and outgoing communication on behalf of executives, including emails, calls, and inquiries.
    • Draft, review, and edit correspondence, presentations, and other documents on behalf of the CEO.
    • Handle inquiries and requests, resolving issues when possible and escalating as necessary.
    • Communicate and coordinate with other departments to ensure efficient workflow.
  4. Project Assistance:
    • Support executives in managing projects, tracking progress, and ensuring deadlines are met.
    • Assist in the preparation of project plans, budgets, and documentation.
    • Coordinate meetings and communicate project updates to stakeholders.
  5. Meeting Facilitation:
    • Coordinate logistics for executive meetings, including preparing agendas, compiling relevant materials, and arranging catering and audiovisual equipment as needed.
    • Attend meetings with the CEO, take minutes, and follow up on action items to ensure timely execution.
  6. Stakeholder Engagement:
    • Serve as a primary point of contact for internal and external stakeholders, including board members, senior executives, clients, and other stakeholders.
    • Coordinate meetings, conference calls, and special events involving the CEO, fostering positive relationships and enhancing the company's reputation.
  7. Special Projects:
    • Support the CEO in executing special projects and initiatives, which may involve conducting analyses, preparing presentations, and coordinating cross-functional teams.
    • Manage ad-hoc assignments with efficiency and attention to detail.
Qualifications:
  • Bachelor's degree in Business Administration, Communications, or related field preferred.
  • Proven experience as an executive assistant supporting C-suite executives in a corporate environment for a minimum of 5 years.
  • Exceptional proficiency in calendar management, travel coordination, and communication.
  • Advanced skills in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.
  • Strong interpersonal skills with the ability to interact professionally with individuals at all levels of the organization.
  • Demonstrated ability to handle sensitive information with discretion and maintain confidentiality.
  • Excellent organizational skills with a proactive and detail-oriented approach to tasks.
  • Ability to prioritize and manage multiple projects simultaneously while meeting tight deadlines.
  • Flexibility to adapt to changing priorities and work outside of regular business hours as needed.
Working Conditions:
  • This position operates in a fast-paced corporate office environment.
  • Regular hours, Monday to Friday, with occasional overtime and travel required.
  • Must be available to provide support to the CEO outside of standard business hours for business events, urgent matters, or travel emergencies.
Benefits:
  • Competitive pay and bonuses
  • Comprehensive medical, vision, and dental plans
  • Dependent Care & HSA Program
  • Education reimbursement
  • Employee Assistance Program
  • Employee Stock Program
  • Life insurance
  • Long-term disability
  • Vacation
  • Retirement Savings Plan (401(k) & RRSP)

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