We are seeking a high-functioning, experienced, and extremely organized administrative professional to serve as the Executive Assistant to the Chief Executive Business Officer. This position requires a high level of professionalism, confidentiality, organization, and communication skills. The ideal candidate must have prior experience in an executive office dealing with many different tasks that are occurring at the same time.
Duties & Responsibilities: Responsibilities including but not limited to:
Calendar and Schedule Management: Manage and organize the executive’s calendar proactively, scheduling meetings, appointments, and coordinating travel arrangements.
Executive Communications: Craft and refine a range of materials including emails, memos, reports, executive briefings, thought leadership pieces, and presentations, ensuring clarity, accuracy, and strategic alignment.
Meeting Management: Oversee meeting logistics, including agenda preparation, minute taking, and post-meeting recaps. Attend meetings on behalf of the executive, as needed, focusing on logistical support and executive representation.
Research and Data Analysis: Conduct thorough data gathering and research, compiling information in a format that clearly displays insights and facilitates interpretation for strategic decision-making.
Travel Management: Coordinate with the travel department to arrange and manage complex and detailed travel plans, ensuring seamless itineraries for the executive.
Expense Reporting and Reimbursements: Handle the preparation and submission of expense reports, and manage the reimbursement process, ensuring accuracy and timely processing.
Strategic Partnership: Act as a thought partner, contributing to strategic planning and decision-making processes.
Project Management: Oversee and ensure the completion of special projects, aligning with the organization’s goals and deadlines.
Confidentiality: Maintain the highest level of confidentiality and discretion in handling sensitive information.
Bachelor’s degree in Business Administration, Finance, Law, Real Estate Development, or a related field.
At least 5 years of experience in a related role.
Technical Proficiency: Proficiency in Microsoft Office Suite (Outlook, Excel, Word), presentation software (PowerPoint, Keynote, Google Slides), and project management tools (Asana).
Professional Skills: Demonstrated capability in communication, document design, project prioritization, confidentiality, data management, and research proficiency
Effective Communication: Exhibits superior written and verbal communication skills, capable of engaging effectively with both internal and external stakeholders.
Document and Presentation Design: Demonstrates proficiency in creating, laying out, and designing written documents and presentations, with a keen eye for detail.
Prioritization: Effectively prioritizes personal tasks and executive projects, ensuring efficient time management and task completion.
Confidentiality: Maintains strict confidentiality in handling sensitive information, demonstrating integrity and discretion.
Data Management: Skilled in maintaining databases, managing spreadsheets, and organizing documents, with a focus on accuracy and accessibility.
Travel Coordination: Adept at planning and managing complex travel arrangements, with the flexibility to travel with the executive as needed.
Problem-Solving: Proficient in identifying problems, ideating, and proposing innovative solutions.
Numerical Proficiency: Capable of performing calculations with speed and accuracy.
Deadline Management: Demonstrates a strong ability to manage deadlines, balancing multiple tasks effectively.
Influencing and Leadership: Skilled in ‘leading up’, showing openness to ideas and feedback, and possessing public speaking abilities.
Interpersonal Skills: Possesses strong interpersonal skills, capable of working collaboratively with all levels of employees.
Good Recall/Memory: Demonstrates strong recall abilities, able to remember and retrieve information efficiently when required.
Research Proficiency: Skilled in conducting thorough, fast, and accurate research to find answers and contacts, ensuring resourcefulness in information gathering.
401(k)/ 401K matching
Employee assistance program
Flexible spending account
Paid time off
Monday to Friday (Flexibility a must)
Ability to travel as required by the executive’s schedule.
This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by their supervisor. Such tasks shall be capable of being performed with reasonable accommodation, if necessary, that does not impair a business necessity or impose an undue business hardship and without presenting a direct threat to the safety to the applicant or others.
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