Senior Executive Assistant to the CEO

Job Title: Senior Executive Assistant to the CEO
Job Type: Full-time (US Eastern Time)
Reports to: CEO (Primary) and Inside Sales Manager (Secondary)
Wage: $6 / hr

Position Summary

This administrative professional is involved in organizing day-to-day administrative, logistical, and operational support for the CEO. The primary purpose for this position is to provide support, scheduling CEO meetings and activities ensuring no collisions with meetings and missing deadlines. This detail-oriented, organized, reliable professional contributes to the goals of the organization by ensuring the CEO is supported during business hours and includes scheduling travel arrangements for CEO and his sales efforts globally. This individual will be the liaison between the CEO and Management team ensuring effective communication when there are challenges that require his attention from his management team.

Our business is seeking a reliable, dependable and self-motivated experienced Assistant to join our team. The position requires supporting the CEO and other Executives across multiple departments, and the ability to adapt quickly to changes in the office environment. The Assistant should have significant prior experience in a busy business office and be ready to work hard and perform a variety of tasks.

Key Responsibilities & Duties

General Administrative and Clerical:
Schedule both virtual and onsite appointments for the CEO and internal meetings with internal teams.
Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.
Open, sort, and distribute incoming correspondence, including phone calls and emails.
File and retrieve corporate documents, records, and reports.
Attend meetings to record minutes.
Assist CEO in business development efforts by managing Linkedin accounts and working alongside others on the company’s marketing efforts.

Communication:
Communicate with employees, customers, vendors, and partners via phone and email.
Use computers to enter, access or retrieve data
Write business correspondence
Answer customer inquiries or notify relevant staff to assist with more details.
Prepare responses to correspondence containing routine inquiries.
Conduct research, compile data, and prepare information for consideration by CEO

Organization:
Organize, plan, and prioritize work for self and others
Plan meetings or conferences
Document/record information in company systems
Update project management system with updates and information including current status, next steps, recent notes, etc.

Coordination and Support:
Schedule meetings, appointments, and teleconferences
Coordinate the work and activities of the CEO
Coordinate staff or activities in clerical support setting
Oversee execution of organizational or program policies
Make travel arrangements for CEO
Prepare agendas and make arrangements, such as coordinating catering, for luncheons and other meetings.
Provide clerical support to other departments.

Sales Support to CEO:
CRM Maintenance and housekeeping
Assist with Estimates and Proposals

Skills & Experience

Qualifications and Experience:
High School Diploma or equivalent required.
Post-secondary education in business preferred
2-5 years experience in a similar role/industry required

Required Skills:
Intermediate G-Suite skills (Google Sheets, Docs, Gmail, Google Drive)
Experience with Adobe Acrobat
Excellent verbal and written communication skills
Excellent analytical, computational and mathematical abilities
Exceptional attention to detail and accuracy, Process-minded
High level of integrity and trustworthiness
Expert project management and organizational skills
Able to multitask, prioritize, work under pressure and meet deadlines
Excellent data entry skills
Experience working in the Zoho Office Suite (preferred)