Job Description

Job Summary

We are seeking a highly organized and proactive Executive Assistant to the CEO to support daily operations and strategic initiatives. This role requires exceptional judgment, strong communication skills, and the ability to manage confidential information while handling a variety of administrative and business support responsibilities. The ideal candidate will thrive in a fast-paced environment and demonstrate the ability to prioritize effectively while building strong relationships across the organization.

Key Responsibilities

• Manage the CEO’s complex and active calendar, including scheduling meetings, coordinating logistics, and ensuring optimal time management.
• Serve as the primary point of contact for all internal and external matters related to the Office of the CEO.
• Coordinate executive communications, including drafting emails, letters, and presentations; prepare speaking notes and materials as needed.
• Liaise with the Board of Directors, senior leadership, external vendors, and clients on behalf of the CEO.
• Maintain discretion and confidentiality in handling sensitive business matters and executive communications.
• Monitor and respond to emails on behalf of the CEO, ensuring timely and accurate communication.
• Support the CEO with strategic planning by researching, collecting, and analyzing data to inform decisions.
• Organize and maintain efficient filing and retrieval systems; keep records of meetings, presentations, and communications.
• Assist with office coordination and facility management, supporting business operations as needed.
• Help manage approvals and workflow using business systems and software tools.
• Provide general administrative support, including travel coordination, expense reporting, and document management.

Required Qualifications

• Some college education preferred.
• 0–2 years of experience in an executive support or administrative role.
• Proficiency in Microsoft Office Suite (Outlook, Word, PowerPoint, Excel).
• Strong administrative writing, organization, and verbal communication skills.
• Demonstrated ability to prioritize and manage multiple tasks in a dynamic environment.
• Experience supporting senior executives or working in high-pressure professional settings preferred.

Key Competencies

• Communication: Clearly conveys information in both written and verbal formats. Adjusts messaging based on audience and purpose.
• Time Management: Prioritizes work effectively; meets deadlines and proactively addresses potential delays.
• Discretion & Integrity: Handles confidential information with the utmost professionalism.
• Problem Solving: Applies judgment to routine issues and knows when to escalate more complex challenges.
• Initiative: Takes ownership of tasks, identifies areas to add value, and proactively follows through.
• Collaboration: Builds relationships across teams; serves as a helpful resource for colleagues.
• Technology Skills: Comfortable using office systems, tools, and software to improve workflow and communication.

Work Environment and Physical Requirements

• Standard office environment with occasional extended hours to meet executive demands.
• May require occasional travel or availability outside of regular business hours.

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