Virtual Executive Assistant to the CEO

Summary:
The Virtual Executive Assistant to the CEO provides comprehensive support to the CEO,and Executive Team. The ideal candidate is a highly organized and efficient individual with excellent communication and interpersonal skills. The Virtual Executive Assistant will be responsible for a wide range of tasks, including:
– Manage the CEO’s virtual calendar, including scheduling virtual meetings and appointments: Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.
– Oversee virtual projects, including delegating tasks and managing timelines: Act as a liaison and provide support to the leadership team. Arrange and handle all logistics for leadership team meetings and events: schedule meetings; draft agendas; develop, compile, and distribute presentation materials;
– Act as a point of contact for virtual clients and partners: Complete a broad variety of administrative tasks that facilitate the CEO’s ability to effectively lead the organization, including: assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense and mileage reports.
Roles and Responsibilities:
– Manage the CEO’s virtual calendar, including scheduling virtual meetings and appointments:
*Manage the CEO’s virtual calendar, including scheduling virtual meetings and appointments, coordinating travel arrangements, and preparing expense reports
*Prioritize inquiries and requests while troubleshooting conflicts
*Make judgments and recommendations to ensure smooth day-to-day engagements
-Oversee virtual projects, including delegating tasks and managing timelines:
*Act as a liaison between the CEO and the leadership team
*Arrange and handle all logistics for leadership team meetings and events
*Schedule meetings
*Draft agendas
*Develop, compile, and distribute presentation materials
-Act as a point of contact for virtual clients and partners:
*Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO
*Prioritize and determine appropriate course of action, referral, or response
*Exercise judgment to reflect CEO’s style and organization policy
-Other duties as assigned:
*Work closely with the CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Act as a “barometer,” having a sense for the issues taking place in the environment and keeping the CEO updated. Anticipate CEO’s needs in advance of meetings, conferences, etc.
*Maintain open communications with the Q & U team, including meeting regularly with their operations and technology coordinator and providing information and documents as needed.
*Coordinate all Executive Team meetings and retreats and assist with staff meetings and events as needed.
*Provide “gatekeeper” and “gateway” role, providing a bridge for smooth communication between the CEO and staff, demonstrating leadership to maintain credibility, trust, and support with the Executive Team. Complete projects by assigning work to appropriate staff, including the Executive Team, on behalf of the CEO.
*Work with the Executive Team to coordinate the CEO’s outreach activities. Follow up on contacts made by the CEO to cultivate ongoing relationships.
*Manage all aspects of organization’s office services. Evaluate and assist in developing office policies and procedures for improved work flow and anticipate future needs as organization grows. Assist in the selection of vendors and purchase equipment, services, and supplies necessary for operation of organization.
Job Requirements:
-Bachelor’s degree
-2+ years of experience as a virtual EA to a CEO
-Proficient in virtual communication tools such as Zoom, Microsoft Teams, and Google Meet
-Ability to prioritize and manage multiple tasks effectively while working remotely
-Strong communication and interpersonal skills
-Ability to work independently and as part of a team
-Discretion and confidentiality