Executive Assistant Role

3 weeks ago

Milwaukee Wisconsin, United States Parallel Employment Full time
Parallel Employment Group is currently seeking a dedicated and professional Executive Assistant to join our team. As an Executive Assistant, you will provide high-level administrative support to the Chairman and CEO and ensure smooth operation of daily activities. This position required the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.

Responsibilities:

Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect CEO’s style and organization policy.

Provide sophisticated schedules, calendars, and appointments for executives

Coordinate and prepare materials for meetings and presentations

Handle sensitive and confidential information with discretion

Screen and direct phone calls and emails

Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.

Assist in organizing corporate events and conferences

Conduct research and prepare reports as needed

Make travel arrangements and itineraries

Perform various administrative tasks and provide general support to the executive team

Complete a broad variety of administrative tasks that facilitate the CEO’s ability to effectively lead the organization, including assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties

Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect CEO’s style and organization policy.

Understand issues taking place in the company and keep the CEO updated. Anticipate CEO’s needs in advance of meetings, conferences, etc. • Provide hospitality to all CEO guests and help to create a welcoming environment. • Invest in building long-lasting relationships both internally and externally. • Other projects/duties as assigned for the overall benefit of the organization. • Maintain a high degree of discretion and confidentiality

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Requirements

Proven experience as an Executive Assistant or in a similar role

Excellent organizational and time management skills

Strong attention to detail and accuracy

Proficient in Microsoft Office; ability to design and edit graphic presentations and materials.

Emotional maturity

Effective written and verbal communication skills

Ability to handle multiple tasks and prioritize workload.

Discretion and ability to maintain confidentiality.

Professional and personable demeanor

Highly resourceful team-player, with the ability to also be extremely effective independently. • Technical proficiency and problem-solving skills related to technology support and troubleshooting. • Strong verbal and written communication skills. • Exceptional organizational skills and attention to detail. • High degree of professionalism in dealing with diverse groups of people, including Board members, senior executives, community leaders, vendors, and community partners. • Emotional maturity • Highly resourceful team-player, with the ability to also be extremely effective independently. • Ability to complete a high volume of tasks and projects with little guidance. • Ability to react with appropriate levels of urgency to situations and events that require a quick response or turnaround. • Able to maintain a high level of integrity and discretion in handling confidential information. • Excellent judgment is essential. • Ability to switch priorities at a moment’s notice.

Bachelor's degree preferred.

A minimum of 5 to 10 years of experience supporting C-Level Executives

Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point) Adobe Acrobat, and Social Media web platforms) Proficient in virtual meeting technology platforms (WebEx, Zoom, Microsoft Teams, etc.)

Ability to work varied hours and when needed.

We are an equal opportunity employer.

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