As the Executive Assistant to the CEO, you will play a critical role in ensuring seamless operations and effective time management for our CEO. Your primary responsibilities will include:
- Contact Management:
- Manage contacts both in CRM and Outlook to create a clean set of contacts and update as new contacts are constantly flowing in
- Email Management:
- Clear as necessary large quantities of emails
- Identifying those worth reviewing and clearing clouding emails to allow the prioritization of follow-up(s)
- Calendar Management:
- Effectively manage and prioritize the CEO’s schedule, ensuring optimal use of time and alignment with strategic priorities
- Schedule and coordinate internal and external meetings, conferences, and appointments, considering time zones and travel plans
- Planning includes travel to see clients to maximize touches on any travel plan
- Communication and Information Flow:
- Critical to becoming effective in this role, you must learn the business needs and the content, not simply recognize an email by the subject and contents of it
- Facilitate effective communication within the executive team and across the organization, ensuring timely dissemination of information
- Become a Point of Contact for key clients to schedule meetings and follow-ups
- Expense Management:
- Manage all expense reports both for the CEO and his direct reports, searching for anything out of policy on subordinates otherwise approving by deadlines
- Personal Calendar Management:
- Follow a complex time-sharing schedule, including multiple dependents
- Create an effective calendar and communication tool for multiple stakeholders
- Assist with personal tasks when called upon, such as coordinating and facilitating nannies or caregivers, gifts for children’s events, etc. (Not to become a caregiver for the children)
- Agenda Planning and Preparation:
- Proactively anticipate the CEO’s needs and preferences, preparing comprehensive agendas for meetings and events
- Conduct thorough research and gather necessary materials to ensure the CEO is well-prepared for engagements
- Use all resources effectively to become a subject matter expert before presenting your findings, whether about a client, a project, an issue, etc.
- Travel Coordination:
- Arrange complex travel itineraries, including flights, accommodations, and ground transportation, while considering the CEO’s preferences and schedule constraints
- Reviewing all contacts to optimize any travel to set as many meetings as possible and creating a tour type of schedule vs. reactive scheduling
- Prepare travel documents and provide detailed itineraries to ensure a smooth travel experience
- Task Prioritization and Follow-Up:
- Prioritize tasks and projects based on urgency and importance, ensuring that deadlines are met
- Follow up on action items and commitments made by the CEO, tracking progress and providing regular updates
- Create a best practice for the storage of priorities, streamlining many systems down to one
- Own the priority lists and information and shall not simply track but use timely reminders to keep progress moving
- Confidentiality and Discretion:
- Handle sensitive information with the utmost confidentiality and discretion
- Maintain a high level of professionalism and integrity in all interactions and communications
- Performs other related duties and assignments as required
What you’ll need…
- Bachelor’s degree in business administration, communications, or a related field
- Minimum of 5 years of experience as an Executive Assistant or in a similar role
- Proven experience as an Executive Assistant or similar role supporting C-level executives
- Exceptional organizational and time-management skills
- Strong written and verbal communication skills
- High proficiency in calendar management and scheduling tools
- Ability to work effectively under pressure and prioritize tasks
- Strong problem-solving skills and attention to detail
- Tech-savvy with proficiency in office productivity tools (Microsoft Office, Google Workspace, etc.)
