Executive Assistant

The Executive Assistant position provides administrative support directly to our CEO. We are looking for people who enjoy working as a team to achieve goals while developing themselves professionally. This position is REMOTE.

Responsibilities

Maintain the CEO’s complex calendar: Calendar “gymnastics” at its finest. Ensure all details are up to date, anticipate conflicts, resolve scheduling issues, and prioritize items based on their needs. Some arranging of personal tasks and coordination with personal calendaring will also be required.

Schedule and coordinate meetings, appointments, conferences, and interviews on behalf of the CEO and other executive staff. May include securing location, coordinating necessary materials/presentation equipment, and arranging food/lunch/refreshments

Coordinate with external EAs and clients for onsite/offsite customer meetings. Oversee lists of attendees and requisite correspondence, send calendar invitations, maintain meeting agendas, and manage logistics such as conference room bookings, parking, phone/video conferencing technology, and meals (as necessary)

Ensure that proper preparation, materials and files are available for each day’s meetings and events.

Prepare daily pre-reads and meeting material. Bind meeting materials and copy or print documents.

Responsible for making and managing communications internally and externally, which may include highly sensitive, complex and/or confidential issues

Collects and prepares information for use in discussions and or meetings of executive staff and outside individuals

Monitor the CEO’s email: organize and prioritize emails, draft responses that need to be addressed directly by the CEO and respond to any emails that can be handled without the CEO being directly involved.

Administers correspondence, manages incoming calls, and prioritizes phone messages, emails and mail

Anticipate CEO’s needs: Be extremely knowledgeable of individual preferences and expectations, and work proactively to prevent problems before they develop.

Prepare background research and materials such as background notes for customer meetings, handouts, and presentations for meetings and conferences.

Plan and coordinate domestic and global travel. Arrange flights, restaurant reservations, hotel/house rental, and car service reservations. Prepare a detailed travel itinerary before each trip.

Prepare and file travel and entertainment expenses.

Available and accessible to the CEO during established office hours, and beyond normal business hours

Maintain confidential files, including competitive and strategic planning information on the CEO’s shared-drive.

Understand the executive’s goals and objectives to anticipate deliverables and follow up.

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Qualifications

Experience using Gmail, Google Calendar, Google Sheets, Google Docs and Good Slides.

Ability to multitask, high degree of judgment, discretion and confidentiality.

Knowledgeable about company policy and procedures, department and personnel and of the information industry in general.

The ability to maintain professional demeanor and calm composure under deadline pressures and in sensitive or stressful situations.

The ability to act with confidence and assertiveness.

Experience with maintaining confidential information with superior judgment and discretion.

Ability to manage multiple projects and people simultaneously.

Positive, problem solving attitude.

Team-oriented, ability to bring people together and organize/plan events.