Executive Assistant

The Executive Assistant to the CEO provides high-level administrative support in a close, one-on-one, working relationship with the CEO. In this role, s/he serves as a point of contact for internal and external stakeholders on all matters pertinent to the Office of the CEO and the leadership team. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.

• Prioritize, protect, and maximize CEO’s time by acting as a gatekeeper and trusted partner; troubleshoot conflicts; make judgements and recommendations to ensure smooth day-to-day activities.
• Complete a broad range of administrative tasks and build and coordinate reports, budgets, and other presentation materials that facilitate the CEO’s ability to effectively lead the organization.
• Manage CEO calendar with meticulous attention to detail, prioritizing and coordinating meetings across stakeholders and departments.
• Draft and respond to routine or low-lift emails on behalf of the CEO to support timely, effective communication with internal and external stakeholders.
• Arrange and manage CEO travel logistics and expense reporting.
• Support special projects with professionalism, confidentiality, and foresight.
• Partner with other support team members and contribute to a collaborative and high-performing team culture.
• Plan and coordinate virtual and in-person events such as meetings, employee holiday events, client appreciation events, and industry events.
• Greet visitors, manage office deliveries, and coordinate food/drink orders for meetings and team events.
• Evaluates and assists the development of office policies and procedures for improved workflow and anticipates future needs as the organization grows.
• Plays a lead role in managing office needs such as ordering supplies, creating office schedules, and organizing staff meetings.
• Act as the IT and Facilities point person for troubleshooting IT and building management services with offsite consultants
• Performs administrative bookkeeping functions such as processing invoices and bills, preparing deposits, and preparing documents for month-end financials.
• Represent the CEO with professionalism and politeness in all interactions.
• Opens, sorts and distributes mail; identifies priority items.
• Performs other related duties as assigned.

• Significant executive support experience is preferred.
• Experience maintaining a high degree of integrity, confidentiality, and discretion when handling sensitive and confidential information.
• Exceptional organizational skills and impeccable attention to detail.
• High degree of professionalism and integrity in working with diverse groups of people, including internal leadership, client executives, business consultants, and staff.
• Ability to complete a high volume of tasks and projects with little or no guidance.
• Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround with professionalism and poise.
• Excellent oral and written communication skills, with acute attention to detail required.
• Excellent customer service and telephone etiquette with a welcoming approach.
• Continuously demonstrate excellent follow-up and organizational skills.
• Ability to interpret and disseminate information and prepare reports.
• Proficient with a strong working knowledge of Microsoft Office, Word, Excel, PowerPoint, Teams, and Docusign.
• Strong working knowledge of Adobe Photoshop and InDesign.
• Must be a self-starter with strong problem-solving skills.

• A minimum of five years performing identical or comparable duties.
• Prior experience with design and construction industries is a plus but not required.
• High School Diploma or equivalent required. Some college education preferred.

The position may require occasional local travel.

Position requires a current, valid Driver’s License, proof of authorization to work in the U.S., and a background check. (Proof of auto liability insurance is required if driving personal vehicle for Design Studio…