Chief Executive Officer's Administrative Partner

2 weeks ago

Findlay, Ohio, United States Vision Government Solutions Inc Full time
Job Overview

The primary objective of the Chief Executive Officer's Administrative Partner is to significantly enhance the operational efficiency and productivity of the CEO. As the Executive Assistant, your core duties will encompass managing schedules, organizing meetings, overseeing correspondence, and ensuring seamless communication between the CEO and various internal and external parties.


Key Responsibilities:
  • Task Management: Effectively prioritize and manage a variety of tasks concurrently. Anticipate the CEO's requirements and deadlines, proactively addressing needs to guarantee timely completion of assignments. Utilize sound judgment in managing urgent matters and escalate issues as necessary.
  • Calendar Coordination: Oversee and manage the executive's calendar, including the scheduling of meetings, appointments, and travel arrangements, while optimizing the use of time and resources. Conduct daily reviews of calendars to resolve conflicts and provide recommendations for smooth daily operations.
  • Meeting Organization: Plan and coordinate meetings, conferences, and events, both internally and externally. Anticipate necessary information and materials prior to meetings and prepare the CEO accordingly. Prepare and distribute meeting invitations, agendas, and minutes, and follow up on action items as required.
  • Travel Coordination: Organize complex travel itineraries, including flights, accommodations, transportation, visa arrangements (if necessary), meal reservations, and event registrations. Proactively address any travel-related issues or changes to plans.
  • Communication Management: Act as the primary contact for the CEO, screening and prioritizing incoming calls, emails, and correspondence with external stakeholders. Draft and compose professional emails, letters, reports, and other documents on behalf of the CEO, maintaining confidentiality and professionalism.
  • Document Organization: Maintain and organize both physical and electronic files, ensuring easy access and retrieval. Handle confidential and time-sensitive information with urgency and integrity, adhering to organizational policies and procedures.
  • Stakeholder Relationship Management: Build and sustain positive relationships with internal and external stakeholders, including executives, colleagues, clients, and vendors. Represent the CEO with professionalism and diplomacy in all interactions.
  • Event Planning: Plan and manage annual events, customer engagement activities, and catering for meetings. Foster opportunities for informal gatherings to promote camaraderie among the senior team.
Qualifications:
  • Bachelor's degree preferred, or an equivalent combination of education and experience.
  • Demonstrated experience as an executive assistant or in a similar capacity, ideally supporting senior executives.
  • Creative and open-minded individual with high energy and enthusiasm.
  • Self-motivated with the ability to work independently.
  • Strong problem-solving skills and the ability to think innovatively.
  • Exceptional communication skills, both verbal and written, with a keen attention to detail.
  • Excellent organizational and time management skills, with the ability to manage competing priorities effectively.
  • Discretion and confidentiality in handling sensitive information.
  • Adaptability and flexibility to respond to changing priorities in a fast-paced environment.
  • Proficiency in Microsoft Office Suite and other relevant software applications.

Equal Employment Opportunity

Vision Government Solutions is committed to fostering a diverse and inclusive workplace. All employment decisions will be made without regard to any protected status.

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