Executive Assistant

Position Summary  

As an Executive Assistant, your role is crucial in providing high-level administrative support to an executive or a team of executives within an organization. You will be responsible for managing a wide range of tasks and ensuring the smooth operation of the executive(s) office from 8 a.m. to 5 p.m. Monday – Friday.  

Job Duties and Responsibilities
Executive Assistant Duties:  

  • Serve as a key member of the executive office for the central coordination of activities and planning to ensure the timely flow of information to and from the executive office  
  • Anticipate and respond appropriately, effectively, and efficiently to the needs of the executive(s)
  • Provide a world-class level of support- personal and professional 
  • Ensure information flows to and from the executive's office via all types of channels   
  • Coordinate and address all requests made of the executive(s) and interface with internal, external, and high-level contacts with considerable discretion and initiative through phone, email, and mail  
  • Review correspondence and draft responses for the executive(s) as appropriate or forward to the appropriate person for response and/or reply 
  • Facilitate communication and work closely with the leadership of the organization in a timely and efficient manner  
  • Maintain constant awareness of the executive's priorities  
  • Work to ensure accuracy, coordination, and prioritization of the calendar appointments, phone messages, correspondence, and other C-Suite commitments and deliverables with little guidance  
  • Make judgments and recommendations to ensure smooth day-to-day engagements  
  • Proactively identify issues that could impact the successful execution of the executive's commitments 
  • Prepare the C-Suite for internal and external meetings including, when necessary, creating reports and PowerPoint presentations, overseeing the development and distribution of the agenda, minutes, and materials   
  • Initiate subsequent follow-up meetings and communication for key stakeholders as directed and in a timely manner 
  • Familiar with the specific needs of the executive(s)
  • Manage contacts to ensure accurate and up-to-date entries, track VIP relations and correspondence; and facilitate those relationships by becoming familiar with various life events (such as birthdays and other major milestones)  
  • Understand organizational policies and procedures necessary to ensure appropriate decision-making protocols are followed. 
  • Present timely work-in-progress updates to the executive(s) on the status of projects and tasks 

Additional Responsibilities include:

  •  Calendar Management:
    • Schedule and coordinate meetings, appointments, and travel arrangements for the executive(s).
    • Ensure the executive's schedule is well-organized and optimized.
  • Communication:
    • Act as a primary point of contact between the executive(s) and internal/external stakeholders.
    • Handle incoming calls, emails, and other communications on behalf of the executive(s)
  • Documentation and Reporting:
    • Prepare, edit, and maintain documents, reports, and presentations.
    • Organize and maintain files and records.
  • Meeting Support:
    • Attend meetings and take minutes.
    • Prepare agendas, and materials, and follow up on action items.
  • Travel Arrangements:
    • Arrange travel itineraries, accommodation, and logistics for business trips.
  • Confidentiality:
    • Maintain strict confidentiality of sensitive information.
  • Special Projects:
    • Assist with special projects, research, and tasks as assigned by the executives.

  • In-person Monday-Friday from 8 a.m. to 5 p.m. and additional hours as needed 
  • Proven experience as an executive assistant or in a similar administrative role.
  • Strong organizational, time management, and planning skills.
  • Excellent communication and interpersonal abilities.
  • Proven intermediate proficiency in MS Office (Word, Excel, Outlook, SharePoint, and PowerPoint) 
  • Attention to detail and problem-solving abilities.
  • Ability to multitask in a dynamic and fast-paced environment.
  • Ability to operate with a high level of discretion and the ability to handle confidential information.
  • Ability to represent the executives and the organization in a professional manner.
  • A  bachelor's degree or relevant certifications preferred