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Chief Executive Officer's Executive Assistant

2 months ago

Washington, Washington, D.C., United States Colonial Parking Inc Full time
Job Overview

Position Summary: Provide comprehensive administrative, secretarial, and clerical support to the President & CEO and Senior Management of Colonial Parking Inc. Oversee Office Management functions for the Corporate Office while handling sensitive information with discretion.

Key Responsibilities:

  • Executive Assistant Duties:
    • Manage phone communications for the President & CEO, including screening calls and retrieving messages.
    • Coordinate internal and external meetings using Outlook.
    • Draft and refine correspondence for the President & CEO and Senior Management.
    • Assist the VP of Business Development and Proposal Manager by editing proposal documents and ensuring consistency in final drafts.
    • Handle inquiries from the company website, directing them to the appropriate personnel.
    • Compile weekly departmental reports for the President & CEO.
    • Organize and maintain Business Development documentation.
    • Research and curate weekly press clips related to parking.
    • Oversee the annual Courtesy Card and Holiday Card initiatives for associates.
    • Process bi-weekly timecards for the President & CEO.
  • Office Management Duties:
    • Act as the primary contact for Corporate Office interactions with Property Management and various service vendors.
    • Facilitate communication with Property Management regarding building updates and emergency responses.
    • Supervise the Contract Cleaning vendor for Corporate Office services.
    • Manage vending machine contracts and office supply orders.
    • Code and process invoices for office supplies and vendor services.
    • Maintain inventory of print materials for the Corporate Office.
    • Coordinate FEDEX shipments for the Corporate Office.
    • Organize luncheons and special events for the Corporate Office.
    • Ensure compliance with company policies and procedures relevant to job duties.
  • Support for Executive Team:
    • Provide administrative support to the Executive Vice President and Chief Operating Officer, Chief Financial Officer, and Vice President of Business and Client Development, including research and document preparation.

Additional Responsibilities:

  • Schedule monthly meetings between the President & CEO and management.
  • Manage charitable contributions and process related invoices.
  • Handle subscriptions and association memberships.
  • Assist with travel arrangements as necessary.
  • Perform other duties as assigned.

Qualifications:

  • A minimum of 5 years of experience as an executive assistant to a CEO, providing support to executive teams.
  • Ability to manage multiple deadlines and adapt to changing priorities.
  • Proficient in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
  • Strong communication skills, both oral and written.

Desired Skills:

  • Experience in office management is preferred but not mandatory.

Performance Evaluation: This role will undergo an annual performance review to assess alignment with company expectations and performance goals.

Physical and Work Environment: The role may require standing, walking, and handling tools or controls. The work environment may vary in noise levels and weather conditions.

Internal and External Contacts: Daily interactions with the President/CEO, Senior Management, Corporate staff, clients, vendors, and community organization representatives.