Executive/Personal Assistant

SUMMARY/OBJECTIVE *
*The Executive/Personal Assistant exercises good judgment in a variety of situations demonstrating consistent strong verbal and written communication; effective administrative and organizational skills; and the ability to maintain a realistic balance among multiple priorities. This role will support the CEO and Sr Leadership Team throughout the many priorities and obligations that demand their time and attention, both professional and personal, while keeping business, projects, and deliverables on track. The Executive/Personal Assistant reports to the CEO and will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure to handle a wide variety of activities and confidential matters with discretion. Given the diverse nature of the businesses, the tasks will vary from day to day as required; although the candidate will be expected to do the following:

ESSENTIAL FUNCTIONS

• Maintain confidentiality along with excellent judgment and discretion at all times.
• Screen incoming calls and correspondence with discernment
• Manage and assist with timely communications to the Senior Leadership Team, liaison for all office staff.
• Draft letters, handle personal correspondence, and other responsibilities
• Arrange complex and detailed travel plans, itineraries, and agendas, prepare conference rooms for guest occupancy, including supplies and lunches daily and upon request
• Execute and log expense reports for Senior Leadership Team
• Schedule and arrange internal meetings, keeping CEO up-to-date on upcoming events
• Anticipate needs and be proactive with solutions
• Run errands; Lunch runs, dry cleaning, other personal assistant duties
• Assist with event planning, projects, and other tasks as assigned
• Order supplies keeping the office organized and functioning smoothly
• Manage procurement of supplies tracking spend, budgetary reporting
• Anticipate needs and be proactive with solutions

RESPONSIBILITIES

• Regular, reliable and predictable attendance required
• Ability to work well with others in a collaborative team environment
• Must display a positive attitude dedicated towards achieving results for the company as well as providing quality service and accuracy
• Must be a team player and able to work between multiple departments to reach a common goal
• Must maintain a clean and professional appearance and attitude at ALL times while at work, while representing or traveling for the company
• Responsible for daily upkeep of your work area
• Must be flexible with work hours and be able to work overtime as needed

REQUIREMENTS

• Previous experience supporting C-suite professionals
• Associate’s Degree with a minimum of three years of related experience or equivalent combination of education and experience
• Excellent written and verbal communication skills
• Demonstrated poise, tact, and diplomacy
• Excellent computer skills including proficiency in the use of Microsoft Word, PowerPoint, Excel, and Outlook
• Excellent interpersonal skills with ability to deal effectively with customers and employees at all levels of the organization
• Ability to multi-task and manage time well
• Flexibility to work with last minute changes
• Ability to meet goals and deadlines is key to success in this role
• Be a proactive thinker who can anticipate next steps

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Environment

This job operates in an office environment with professional dress code. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Demands

The physical demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms. This position requires the ability to occasionally

Job Type: Full-time

Experience:

• Relevant: 1 year (Preferred)
• personal assistant: 5 years (Preferred)

Work authorization:

• United States (Preferred)

Required travel:

• 25% (Preferred)

Additional Compensation:

• Bonuses

Schedule:

• Monday to Friday
• Weekends required