Executive Assistant

Position Title: Executive Assistant to the CEO

Reports To: Chief Executive Officer

Overview: The Executive Assistant to the CEO is a pivotal role that requires a high level of professionalism, trustworthiness, organization, and diplomacy. The ideal candidate will possess excellent writing and analytical skills, exhibit motivation for success, and demonstrate strategic thinking. This role demands meticulous attention to detail, the ability to assume responsibility and exercise independent judgment, strict confidentiality, strong organizational and interpersonal skills, and exceptional communication abilities. The Executive Assistant will work closely with the CEO, executive leadership, Board members, and various internal and external stakeholders.

Essential Duties/Responsibilities:

Schedule Management:

• Organize and manage complex activities including meetings, video conferences, and town hall gatherings.
• Serve as the primary contact for all scheduling requests for the CEO, proactively managing and deconflicting their schedule.
• Ensure the CEO's schedule is adhered to and respected, acting as a "gatekeeper" and "gateway" to optimize their time.
• Maintain close communication with the CEO to keep them informed of upcoming commitments and relevant issues.
• Coordinate logistics for the CEO's meetings and calls, including agenda items and technology setup.

Travel Management:

• Handle all logistical requirements for the CEO’s travel (domestic and international), including flights, hotels, and transportation.
• Ensure smooth planning and management of travel, meetings, and key engagements.
• Develop comprehensive itineraries and agendas for travel by liaising with team members to ensure all necessary documents and briefs are prepared and organized.

Written Communications:

• Prepare, edit, and proofread letters, memos, and presentations, often of a complex or confidential nature.
• Research and compile timely and relevant information/data, produce reports, and complete special projects as needed.
• Manage and respond to correspondence from external stakeholders directed to the CEO.
• Assist with the preparation of agendas, presentation materials, spreadsheets, briefing documents, and reports, ensuring accuracy and clarity.

Project Management:

• Coordinate with other teams on behalf of the CEO to ensure project timelines and objectives are met.
• Plan and execute special projects and initiatives as directed by the CEO.
• Provide proactive status updates of initiatives to relevant parties.

Additional Responsibilities:

• Act as a liaison with the Board of Directors.
• Prepare, reconcile, and submit expense reports on behalf of the CEO.
• Handle miscellaneous tasks and special projects as required.
• Provide after-hours and event support occasionally.
• Perform other duties as assigned.

Required Knowledge, Skills, and Abilities:

• High level of professionalism and trustworthiness.
• Strong organizational skills and attention to detail.
• Ability to exercise independent judgment and maintain confidentiality.
• Excellent communication and interpersonal skills.
• Strategic thinking and problem-solving abilities.
• Proficiency in scheduling, travel coordination, and written communications.

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