ROLE: EXECUTIVE ASSISTANT
TYPE: DH
ANNUAL: $80K(MAX) W/ DISCRETIONARY BONUS
LOCATION: IN OFFICE
KEYS?
SUPPORTS CEO AND COO (AT TIMES)
MSFT OFFICE
PPT PRESENTATIONS
OWNS THE OFFICE ENVIRONMENT/SET-UP/ETC
Job Summary
The Executive Assistant performs general and specialized office work primarily in support of the
President & CEO, with some limited secondary support for the Executive Vice President & COO. Duties
are broad, varied, and often of a complex and confidential nature, requiring independent judgment,
initiative, and decision-making abilities.
The ideal candidate will be highly organized, adaptable to both planned and unexpected activities, and
able to thrive in a dynamic environment with varying levels of activity. The Executive Assistant should
anticipate needs and accomplish tasks with minimal supervision or direction. They must be trustworthy
and autonomous, capable of handling confidential information, managing tasks independently, and
ensuring efficient organization of the schedule, office, and files.
Essential Functions & Key Responsibilities
? Assist in planning, anticipating needs, and supporting the President & CEO in all areas of work.
? Handle confidential information, including some personal matters, with utmost trust and integrity.
? Complete defined tasks independently, with minimal day-to-day involvement, while being available
for support as needed.
? Organize and maintain the calendar, schedule, office, and both paper and electronic files.
? Prepare and edit documents, including correspondence, presentations, reports, legal documents,
meeting materials, and other written communications, some of which are confidential in nature.
? Adapt to a variety of tasks, from scheduled projects to unplanned activities, thriving in a dynamic
environment with varying levels of activity.
? Help manage and follow up on various types of meetings, including but not limited to officer
meetings, OPCOM meetings, strategic planning meetings, company webcasts, , marketing meetings,
and divisional operations meetings. Assist with agenda preparation and coordinate follow-up
actions.
? Proactively support the President with sales activities working with customers and the sales team,
including CRM support, scheduling, follow-up, and presentation preparation. Assist with the review
and prioritization of new sales opportunities requiring the President & CEO’s involvement.
? Develop relationships with various internal and external personalities.
? Act as liaison between the President and various individuals inside and outside the company.
? Organize and maintain various documents, records, and forms. Scan and upload documents into the
universal records management (URM) system according to company policy.
? Schedule meetings for the President and, at times, the Executive VP, including coordinating with
internal and external participants, distributing meeting materials, and handling meeting logistics.
? Arrange and coordinate travel for the President, including reservations for airline, car, hotel, and
conference registrations as needed.
? Make and receive telephone calls and emails, discerning and processing the needs of the
caller/sender and responding to requests as appropriate.
? Order office supplies as necessary to ensure the continuous efficiency of the team.
? Assess and update the executive?s task list to determine how to assist.
? Provide project updates in the executive?s absence.
? Act as an advocate for the executive to ensure compliance with specific directions to staff.
? Assist the executive with ad-hoc projects.
? Use research skills to locate information as required.
? Keep the executive informed of all pertinent information when out of the office, prioritizing and
summarizing information to avoid unnecessary details by providing “Cliff Notes” versions.
? Work onsite 5 days a week, ensuring availability to adapt to the CEO?s schedule as needed.
? Oversee and maintain the organization and upkeep of the entire office.
Supervisory Responsibility (if applicable)
? N/A
Qualifications, Skills & Abilities
? College degree or equivalent related experience.
? Minimum of 5 years’ experience supporting C-level managers.
? Excellent organizational skills and attention to detail; ability to manage multiple priorities and meet
deadlines.
? Self-motivated with the ability to work independently and take initiative.
? Demonstrates integrity and handles sensitive and confidential information with discretion.
? Strong oral and written communication skills.
? Ability to thrive in a fast-paced and dynamic environment, meeting critical and ongoing deadlines.
? Proficient in MS Word, Excel, PowerPoint, and other relevant software; familiarity with databases is
a plus.
? Competent in operating various office equipment including computers, copiers, scanners, printers,
and fax machines
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