Position Description

The Executive Assistant will provide high-level administrative support to the CEO and CHRO of the company. Reporting directly to the CEO, the Executive Assistant provides executive support in a one-on-one working relationship. The Executive Assistant also serves as a liaison to the Board of Directors and senior management teams and organizes and coordinates various special projects. The Executive Assistant must be creative and enjoy working independently within a fast-paced, entrepreneurial, hybrid environment.

Key Responsibilities

• Complete a broad variety of administrative tasks that facilitate the CEO and CHRO’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; and composing and preparing correspondence materials.
• Coordinate all logistics for Board meetings and events: schedule meetings; support development of presentation materials and documents and support external Directors as needed.
• Coordinate various executive meeting agendas, minutes and follow-up activity.
• Manage, coordinate, and arrange international and domestic travel and travel-related activities, including hotel booking, transportation, and expense reporting.
• Coordinate various on- and off-site leadership special meetings and events.
• Proactively manage and maintain CEO and CHRO schedules. Includes scheduling of meetings, daily monitoring of calendars and realignment based on changing priorities.
• Perform administrative and office support for the Executive team, such as word processing, spreadsheet creation, presentation preparation, and maintenance of filing systems.
• Maintain poise, professionalism and strict confidentiality with all materials, and exercise appropriate discretion when interfacing with the employee population and external stakeholders.
• Establish and maintain intercompany relationships. Develop constructive and cooperative working relationships with others in the organization.
• Establish and maintain professional relationship with people/firms outside of the organization, acting as a representative of the Company to customers, community organizations, and other agencies as needed.
• Performs other related duties as assigned.

Required Education & Qualifications

• Exceptional organizational skills and impeccable attention to detail.
• High degree of professionalism in dealing with diverse groups of people, including Board members, senior executives, staff, shareholders and community leaders.
• Ability to complete a high volume of tasks and projects with little or no guidance.
• Able to maintain a high level of integrity and discretion in handling extremely sensitive and confidential information.
• Advanced level proficiency of software applications including Word, Excel, PowerPoint, Outlook, Access, Adobe and other generally used applications. Includes proficiency in spelling, grammar, punctuation, editing and proofreading.
• Application of excellent written and verbal communication skills, both within the company and with external stakeholders.
• Demonstrate exceptional initiative to prioritize and manage multiple tasks effectively.
• Ability to work with minimal supervision in a remote-work setting, establishing appropriate priorities and deadlines. Strong time-management skills and the ability to organize and coordinate multiple projects at once.
• Ability to managing conflicting priorities with poise and tact.
• 5+ years of previous administrative/secretarial experience supporting senior executives.

EDUCATION REQUIREMENTS:

Associate’s or higher degree preferred.