Executive Assistant To Ceo

Position: EXECUTIVE ASSISTANT TO THE CEO
Position Summary

The Executive Assistant to the CEO provides high-level administrative support to the CEO, ensuring seamless coordination of daily operations, communications, and strategic priorities. This role manages complex schedules, prepares executive materials, and serves as a trusted partner in facilitating efficient decision-making and organizational effectiveness.

Essential Duties and Responsibilities

Executive Assistant to the CEO Responsibilities:

• Schedule internal/external meetings for CEO using Outlook.
• Schedule travel arrangements for CEO and Executive Leadership team.
• Prepare and edit correspondence for CEO and Executive Leadership team.
• Process emails from company website, either responding to emails or forwarding to proper person and/or department for response.
• Process weekly departmental reports for CEO.
• Prepare and maintain business files for company.
• Process and reconcile expense reports using Concur with accuracy and timeliness.
• Coordinate comprehensive travel arrangements, including flights, lodging, and itineraries.
• Manage complex calendars and schedule meetings across multiple stakeholders.
• Oversee and maintain the CEO executive conference room to ensure readiness for all meetings.
• Plan and execute company town hall events, ensuring seamless logistics and engagement.
• Arrange catering services for meetings and events, tailored to team and executive needs.
• Lead gifting initiatives for internal and external partners, from concept to delivery.
• Retrieve, sort, and distribute mail and packages for the executive team.
• Prepare and document detailed meeting minutes and action items.
• Administer and maintain the Courtesy Card/holiday card program, ensuring accurate tracking and communication.
• Coordinate cross-functional event planning in partnership with internal departments.
• Coordinate and schedule monthly CEO/Manager Huddle Calls, ensuring seamless communication and preparedness.
• Manage and process the company's charitable contributions, maintaining accurate records and timely submissions.
• Administer subscription renewals and association membership invoices, ensuring proper documentation and on time payment.

Executive Team Support:

• Provide secretarial, administrative and clerical support to Executive Vice President, Chief Operating Officer, Chief Financial Officer and the Vice President of Business and Client Development (e.g., research topics, assist in the maintenance of data sources and records, schedule meetings, proof and edit documents, etc.).

• Manage interview scheduling for executive and director-level candidates with professionalism and confidentiality.
• Produce and assemble large, complex documents (e.g., P&L reports) for the CEO and Executive Leadership Team.
• Perform additional responsibilities and special assignments as needed to support executive operations.

Minimum Job Qualifications

• 3-5 years secretarial/administrative experience including providing administrative support to executive teams.
• Proven ability to respond to and manage multiple and changing hard deadlines as determined by executive team.
• Demonstrated ability to work with little direct supervision.
• Excellent word processing, organization, communications and general computer skills required.
• Established experience in Microsoft Office Products, including Word, Excel, Power Point and Outlook.
• Excellent oral and written communications and comprehension skills are required.

Non-Essential Duties and Responsibilities

• Perform other duties as assigned or when necessary

Performance Standards

This position will receive an annual performance review from the direct supervisor to discuss actual performance as compared to company stated expectations and agreed upon job-related performance goals.

Physical Demands and Working Conditions

The physical demands of this position and the work environment characteristics described below are representative of those that must be met, with or without reasonable accommodation, by an employee to perform the essential functions of this position. Reasonable accommodation will be made to enable individuals with disabilities to perform these essential job functions.

Physical Demands:
As part of performing the duties associated with this position, the employee will be required for a period to stand, walk, sit, handle tools or controls, reach with hands or arms, talk and hear.

Work Environment:
While performing the duties of this position, the employee may be subjected to weather conditions prevalent at the time. The noise level in this work environment can range from minimal to moderate.

Internal Contacts

Daily internal contact with President/CEO, Senior Management and Corporate staff.

External Contacts

External contacts with Clients and Customers, potential new customers, vendors, building property manager, as well as contact with Board of Directors/Staffs of Community Organizations the President/CEO supports.