Executive Assistant

The Client is a dynamic and rapidly growing restoration, construction, and roofing company dedicated to serving our commercial clients and becoming an extension of their risk and asset management teams. Our team is committed to excellence, innovation, and fostering a collaborative work environment. As we expand our horizons, we seek a highly organized and proactive Executive Assistant to provide unparalleled support to our Chief Executive Officer. Our CEO actively engages in various areas, with a primary focus on sales/client relationships and team building. If you thrive in a fast-paced environment and possess the skills and qualities we seek, we invite you to apply by submitting your resume and a compelling cover letter. Join The Client and be a key player in shaping the future of our organization.

ESSENTIAL DUTIES & RESPONSIBILITIES:

As the Executive Assistant to the CEO, you will play a critical role in ensuring seamless
operations and effective time management for our CEO. Your primary responsibilities
will include:

• Contact Management:
Manage contacts both in CRM and Outlook to maintain an accurate and up-to-date contact list.
• Email Management:
Clear large quantities of emails as necessary.
Identify important emails for review and clear out less relevant emails to prioritize follow-ups.
• Calendar Management:
Effectively manage and prioritize the CEO’s schedule, ensuring optimal use of time and alignment with strategic priorities.
Schedule and coordinate internal and external meetings, conferences, and appointments, considering time zones and
travel plans.
Plan travel to maximize client interactions.
• Communication and Information Flow:
Understand the business needs and content to facilitate effective communication within the executive team and across the
organization.
Act as a point of contact for key clients to schedule meetings and follow-ups.
• Expense Management:
Manage all expense reports for the CEO and his direct reports, ensuring
compliance with policies and approving by deadlines.
• Personal Calendar Management:
Follow complex time-sharing schedule, including multiple dependents.
Create an effective calendar and communication tool for multiple stakeholders.
Assist with personal tasks, such as coordinating caregivers or purchasing gifts for children’s events.
• Agenda Planning and Preparation
Anticipate the CEO’s needs and preferences, preparing comprehensive agendas for meetings and events.
Conduct thorough research and gather necessary materials to ensure the CEO is well-prepared for engagements.
• Travel Coordination:
Arrange complex travel itineraries, including flights, accommodations, and ground transportation, considering the CEO’s
preferences and schedule constraints.
Optimize travel plans to maximize meeting opportunities and create efficient schedules.
Prepare travel documents and provide detailed itineraries to ensure smooth travel experiences.
• Task Prioritization and Follow-Up:
Prioritize tasks and projects based on urgency and importance, ensuring deadlines are met.
Follow up on action items and commitments made by the CEO, tracking progress and providing regular updates.
Create best practices for prioritizing tasks and managing information efficiently.
• Confidentiality and Discretion:
Handle sensitive information with the utmost confidentiality and discretion.
Maintain a high level of professionalism and integrity in all interactions and communications.
• Other Duties:
Perform other related duties and assignments as required.