Executive Assistant

Job Summary

The role of the Executive Assistant to the CEO is crucial in our organization. They are responsible for reviewing, prioritizing, directing, and delegating a wide variety of complex and confidential requests that are presented to the executive. The focus of this role is to provide essential administrative support in a variety of functions to the Chief Executive Officer to increase their efficiency.

The Executive Assistant to the CEO is responsible for responding to priority or confidential inquiries from both external and internal sources on behalf of the executive. They summarize, prioritize, and research information in a concise and usable format for the executive to review. Additionally, they create or direct the creation of reports, charts, budgets, and other presentation materials for the executive and coordinate high-level projects, travel arrangements, and meetings.

This role requires a broad knowledge and understanding of the company's operations and business objectives. The Executive Assistant reports to the CEO and contributes to moderately complex aspects of a project. The work is generally independent and collaborative in nature, presents unique challenges and opportunities, requiring the ideal candidate to possess exceptional communication skills, a keen eye for detail and the ability to manage complex information and tasks while maintaining confidentiality and discretion.

To apply for the executive assistant or administrative professional role, you should meet the following criteria:

• High School degree: additional qualification as a personal assistant would be considered an advantage. A bachelor’s degree is preferred.
• Proven experience as an executive administrative assistant, or in other secretarial positions.
• Written and verbal communication skills, including flawless grammar and vocabulary.
• Previous executive-level experience as an assistant: 1-3 years.
• Review and recommend changes to our company policies.
• Highly organized, meet deadlines and self-motivated to work independently.
• Highly developed interpersonal skills including listening skills, attitude, exhibiting a professional, energetic, proactive and enthusiastic demeanor.
• Ability to work a flexible schedule determined by the needs of the CEO.
• Professional demeanor and presentation.
• Financially savvy; Experience working with and tracking budgets for events planning.
• Excellent leadership and problem-solving skills.
• Loyalty and a high level of discretion are highly valued.
• Answer phones, enter messages into email log, and redirect calls as appropriate.
• Should be proficient with a variety of software/hardware, such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams, PDF editor, Dropbox, DocuSign, etc.).
• Must have excellent communication and interpersonal skills and be able to interact professionally with internal and external teams.
• Must be bilingual in Spanish and English, both verbally and in writing.
• Executive Assistant Responsibilities:
• Manage scheduling for the CEO.
• Draft, review, and send communications on behalf of the CEO.
• Organize and prepare for meetings, including gathering documents and attending to logistics of meetings.
• Answer and respond to phone calls and communicate messages and information to the CEO.
• Prioritize emails and respond when necessary.
• Coordinate travel arrangements.
• Maintain various records and documents for the CEO like banks, personnel, companies, etc.
• Coordinates on-site and off-site committee and Board of Directors meetings.
• Researching and conducting data to prepare documents for review and presentation by boards of directors, committees, and executives.
• Draft emails and templates to facilitate time management, as needed.
• Communicate with Board Members, schedule Board Meetings, and arrange meeting agendas.
• Organize team communications and plan events, both internally and offsite.
• Research projects as needed.
• Follows up on contacts made by the CEO and supports the cultivation of ongoing relationships.
• Capable of thriving in a fast-paced environment. Ability to prioritize and manage multiple projects at one time.
• Uphold a strict level of confidentiality.
• Other duties as assigned.
• Respond to a heavy volume of emails in a timely manner.
• Assist other members of the office with various tasks as they arise.
• Coordinate executive communications, including fielding calls, responding to emails, and interfacing with clients.

Preferred Qualifications:

• We're always looking for talented individuals who can help us complete tasks easily. While prior experience is a plus, we're open to new and innovative approaches from those eager to learn and grow with us. So, if you think you have what it takes to make a difference, we'd love to hear from you!
• Experience supporting higher management levels.
• Knowledge of project management principles and tools
• Certification in administrative support or a related field

Job Type: Full-time

Pay: $65,000.00 - $82,000.00 per year

Benefits:

• Health insurance
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday
• Weekends as needed

Ability to Relocate:

• Laredo, TX 78045: Relocate before starting work (Required)

Work Location: In person