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Executive Assistant to Chief Executive Officer

2 months ago

MagstattleBas, Grand Est, United States Pitchblend Full time

About Us

Pitchblend is a highly specialized digital communications agency sought-after by the globe's most forward-thinking brands for our cultural vision, comms innovation, visual aesthetics and expertise of next-generation audiences. We specialize in the lifestyle arena, connecting our clients to next generation audiences across the culture space. We are a minority, woman-owned agency with a diverse, multi-generational team. We cultivate honest and enduring connections while operating with integrity, passion and a whole lot of heart

Position Overview

As the Executive Assistant to the CEO, you will play a pivotal role in ensuring the CEO's time is effectively managed and all administrative needs are efficiently addressed. The ideal candidate will be resourceful, detail-oriented, and capable of handling a wide range of executive support tasks with minimal supervision.

Key Responsibilities

Calendar and Schedule Management

  • Managing the CEO's calendar: Scheduling, rescheduling, and prioritizing meetings and appointments.
  • Coordinating meetings: Setting up internal and external meetings, managing invites, agendas, and reminders.
  • Arranging personal and business appointments: Balancing professional meetings with personal obligations.

Email and Communication Management

  • Drafting and proofreading communications: Preparing internal and external emails, memos, or letters.
  • Liaising with stakeholders: Acting as a point of contact between the CEO and staff, clients, vendors, and partners.

Meeting Support

  • Meeting preparation: Organizing agendas, preparing materials, and ensuring the CEO has all the necessary information.
  • Taking meeting minutes: Attending meetings, taking notes, and ensuring follow-up on action items.
  • Coordinating logistics: Arranging equipment or virtual meeting links.

Project Management

  • Tracking progress on CEO's projects: Monitoring deadlines and keeping track of project timelines.
  • Delegating tasks: Ensuring the CEO's instructions are passed on to the appropriate departments or individuals.
  • Research and information gathering: Conducting research and compiling data for the CEO's projects or presentations.

Document Management

  • Preparing reports and presentations: Drafting, editing, and formatting reports, slide decks, and documents for meetings.
  • Organizing files and records: Maintaining an organized filing system for easy access to important documents.
  • Managing confidential information: Handling sensitive company information with discretion and professionalism.

Expense and Financial Management

  • Managing budgets: Monitoring and tracking budgets related to specific projects or travel.
  • Vendor payments: Coordinating payments for vendors and ensuring timely completion.

Office and Personal Management

  • Coordinating personal matters: Assisting with personal tasks such as reservations, personal errands, or family scheduling, or dropping off documents.
  • Managing contracts and agreements: Handling documents related to contracts, legal agreements, and ensuring compliance.

Ad-hoc Tasks

  • Crisis management: Assisting the CEO in responding to urgent matters or unexpected issues.
  • Problem-solving: Taking initiative to resolve issues on the CEO's behalf or ensure smooth operations in their absence.
  • Shipping or mailing items: Dropping off important packages or letters at a post office or shipping center, ensuring timely delivery.
  • Managing home tasks: Occasionally handling household tasks for the CEO, such as coordinating home services, repairs, or deliveries if requested.

Client and Media Relations Management

  • Coordinating client meetings: Scheduling and managing regular check-ins, campaign updates, or strategy sessions with high-profile clients.
  • Managing PR materials: Ensuring the CEO has the latest press releases, client briefs, and media kits for important meetings.

Strategic Support

  • Researching industry trends: Compiling research reports or industry insights that help the CEO stay ahead of PR and social media trends that might impact clients.
  • Tracking competitors: Providing the CEO with updates on competitor activities or new business wins, helping them stay competitive in the market.
  • Monitoring PR crises: Staying informed of any public relations crises involving clients, industries, or the agency itself, and briefing the CEO on potential actions.

Internal Team Management

  • Coordinating with senior staff: Managing the CEO's interactions with other key executives, scheduling team meetings, and ensuring cross-departmental alignment on strategic initiatives.
  • Facilitating team communication: Acting as a liaison between the CEO and the PR team, ensuring internal communication on campaigns, deadlines, and client feedback.

Client and Agency Reports

  • Creating client performance reports: Assisting the CEO in preparing reports on client results, campaign effectiveness, and ROI for high-level client meetings.
  • Compiling agency performance data: Assisting with gathering and presenting data on the PR firm's overall performance, including revenue growth, client satisfaction, and media coverage metrics.

Administrative and Organizational Tasks

  • Managing PR tools and subscriptions: Ensuring that the CEO has access to key PR platforms like media monitoring tools, media databases, and industry publications.
  • Handling confidential client information: Managing sensitive client and agency data with discretion, especially during high-profile campaign launches or crises.
  • Tracking CEO expenses: Processing the CEO's business expenses related to client events, travel, and business development efforts.

Qualifications

  • Experience: 3+ years of experience in an executive assistant, administrative, or personal assistant role, preferably supporting senior executives or C-suite leaders.
  • Education: Bachelor's degree preferred, but equivalent experience will be considered.
  • Tech-Savvy: Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace. Familiarity with project management tools (e.g., Trello, Asana) is a plus.
  • Communication Skills: Excellent verbal and written communication skills; professional demeanor and tone.
  • Organizational Skills: Strong ability to multitask, prioritize, and manage time effectively in a fast-paced environment.
  • Attention to Detail: High level of accuracy in work and a strong ability to maintain confidentiality.
  • Problem-Solving: Proactive approach with the ability to anticipate needs and resolve issues independently.
  • Flexibility: Ability to adapt to changing priorities and a dynamic work environment.
  • Industry: previous experience or a passion for Public Relations is a plus