Executive Assistant

Overview

The primary goal of this position is to ensure effective business operations by providing executive level support to the CEO, including complex schedule management and interfacing directly with internal and external parties at all levels on behalf of the CEO. The Executive Assistant exercises significant discretion and independent judgment with respect to matters of significance related to CEO needs.

The following list of duties is not exhaustive. The manager and/or executive team will also assign additional responsibilities as necessary. Duties and responsibilities may change at any time with or without notice.

• Effectively coordinate the CEO’s complex schedule and calendar;
• Prioritize competing requests for meetings, activities, and events that involve the CEO;
• Coordinate with internal and external stakeholders to schedule and confirm appointments for the CEO;
• Monitor the CEO’s calendar on an ongoing daily basis to prevent any potential conflicts, and manage efficiency;
• Anticipate schedule changes on a proactive basis, ensuring all relevant stakeholders are informed of any modifications;
• Attend weekly internal meetings led by the CEO, including agenda preparation, recording minutes, and documenting and following up on action items in a timely manner;
• Plan and coordinate the quarterly Advisory Board meetings, preparing the official minutes, and following up on all action items;
• Draft speeches, talking points, and presentations for the CEO, and perform a thorough review;
• Coordinate all special events, meetings, presentations, and fundraising activities on behalf of the CEO;
• Provide the CEO with detailed daily briefing updates that include agendas, schedules, travel details, logistical information, talking points, speeches, etc.

• Plan and execute the CEO’s substantial travel arrangements, including lodging and transportation, by coordinating with the travel agency in a timely manner;
• Prepare expense reports, review and track receipts, reconcile all credit card charges accurately, and ensure compliance with Company financial policies;
• Travel with the CEO as necessary, ensuring the execution of travel arrangements and event/meeting setup, logistics, and note taking, as needed.

• Act as a liaison between the CEO and all other external and internal parties;
• Utilize an organization system to appropriately prioritize and categorize all messages;
• Track requests sent by the CEO to other parties to ensure appropriate and timely resolution, acting as a facilitator as needed.

• Produce reports, memos, research briefs, charts, and other materials in support of the CEO’s projects;
• Manage the CEO’s database of external contacts;
• Act as the project manager for any special projects assigned by the CEO;
• Perform a quality control review of all documents and materials distributed by or on behalf of the CEO;
• Act as a backup to the Office Administration team with respect to:
  • Planning and executing Company meetings and events including weekly lunch.
  • Creating, editing, and proofreading documents and presentations.
  • Managing internal office moves.
  • Handling front office activities, including the reception area, mail, purchase requests, and emails.
  • Assisting with office management duties, including facilities issues, equipment procurement, liaising with building management, vendor coordination, petty cash management, and providing support to the HR and Finance Consultants as needed.
• Support business development initiatives by compiling promotional items and marketing literature in coordination with the Office Administration team as needed;
• Provide executive administration support (e.g. travel and expense report preparation) to other members of the Company’s leadership team as needed;
• Provide dedicated marketing support for the CEO including digital marketing and drafting social media posts coordinating as appropriate;
• Support to COO, as requested; and
• Perform other duties as necessary to ensure effective business operations;

• Bachelor’s Degree required.
• 2+ years of executive-level work experience supporting senior…