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Executive Assistant

Overview

We are looking for a dynamic, professional, customer-focused individual to provide support for the CEO and executive leadership team. You will provide administrative support including calendar management, coordination and optimization of executive travel plans, preparation of materials for meetings, triage phone calls, voice mails and e-mails, and be a strategic partner to help the CEO and leadership team work as efficiently and effectively as possible. You will be a valued member of the team and should be open to learning about the business beyond the day-to-day activities of the role.

This role requires an individual who is flexible, trustworthy, resilient, uses good judgment, has the courage to challenge the status quo, and is always looking for ways to better the business. We are looking for someone who is self-motivated, adapts to change with a positive attitude, a quick learner, and has the confidence to ask for help when needed.

This is a remote position (Eastern Time Zone preferred), but occasional travel may be required to support key meetings/ events.

Key Duties & Responsibilities:
  • Identify the preferred method of support for executives and appropriately accommodate the working style
  • Partner with executives to help them be efficient and effective with their time, consistently maintaining strong communication
  • Manage executives’ calendar and correspondence: maintain/prioritize and organize Outlook calendar/folders while keeping the executive informed of changes
  • Optimize travel arrangements (transportation, accommodations, agenda) based on the executive’s travel needs and preferences, manage complex itineraries, and complete related expense reports
  • Assist executives with preparing for meetings: prepare materials, obtain materials in advance, distribute materials, and keeping the executive on schedule
  • Obtains appropriate support for virtual attendees as well as various media needs and other logistics.
  • Screen calls and respond to emails as needed
  • Assist with coordinating and managing meetings and events such as staff meetings, all-hands meetings, off-sites, team gatherings, etc., overseeing all calendaring, communication, technology, logistics and related follow-up activities
  • Prepare, update, and organize information for inclusion in reports, correspondence, presentations, budgets, etc.; edit documents for accuracy, format, and arrangement of material
  • Participate as an adjunct member of the CEO’s leadership team, including attending select meetings, taking notes, tracking assignments, and following up on assigned action items
  • Assist in keeping the executive well organized, to include online retrieval and archiving of documents as well as supporting the Company’s records and retention schedule
  • Assist with special projects as needed

Basic Qualifications:
  • Associate’s degree (or equivalent)
  • 3+ years’ experience as an executive assistant supporting senior leader(s)
  • Knowledge of administrative procedures, software applications (such as Microsoft Office Word, Excel, PowerPoint, etc.) records management systems, and other business procedures and terminology
  • Excellent organizational skills, time management skills and attention to detail, to include anticipating needs and being proactive
  • Excellent writing, editing, and proofreading skills
  • Displays high degree of professionalism in order to maintain confidential information, deal with people tactfully, and help establish strong relationships and positive communication
  • Ability to work collegially within a team environment

 

Preferred Qualifications:
  • Bachelor’s degree (Business, communications, public relations, or journalism preferred)
  • Experience supporting a global team and working across time zones
  • Prior start-up experience through acquisition and growth

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