Executive Assistant

About the job

Job Summary

• The Executive Assistant provides administrative and operational support to the CEO.

Primary Duties and Responsibilities

• Work directly with the CEO to support all aspects of his daily work routine.
• Maintain and refine internal processes that support the CEO and coordinate internal and external resources to expedite workflows.
• Proactively manage and maintain the executives' calendars, including scheduling and prioritizing appointments, meetings, and events.
• Coordinate and plan travel arrangements, accommodation, and itineraries for business trips.
• Process travel-related expenses and reconcile expense reports for the executive team.
• Establish and maintain positive relationships with clients, partners, and stakeholders on behalf of the executives.
• Act as the primary point of contact for internal and external communications on behalf of the executives.
• Collaborate with the executives in various projects, conducting research, analyzing data, and preparing reports.
• Determine priority of matters of attention for the CEO, redirect matters, or handle matters personally, as appropriate.
• Handle incoming calls, emails, and other inquiries, responding or redirecting them as appropriate.
• Keep the CEO advised of time-sensitive and priority issues, ensuring appropriate follow-up.
• Routinely perform a wide variety of support duties.
• Handle printing, Faxing, mail, copying, filing, and email. Organize and maintain documents, files, and records in both physical and digital formats.
• Handle sensitive and confidential information with utmost discretion and professionalism.
• Prepare meeting agendas, documents, and presentations as required for executive meetings.
• Organize and facilitate meetings, taking minutes, and ensuring follow-up on action items.
• Maintain office supplies inventory and reorder when necessary.
• Assist in creating and implementing office policies and procedures.

The Ideal Candidate Is

• A detail-oriented self-starter with prior experience as an executive assistant for high-level executives.
• Candor and stakeholder mentality are top values for this specific position.
• Someone who exhibits sound judgment with the ability to prioritize and make decisions.
• Energetic and eager to tackle new projects and ideas.
• Comfortable interacting with high-level executives
• Resourceful, can-do attitude
• Thrives in a fast-paced environment.
• High level of professionalism, adaptability, and initiative to handle a dynamic and fast-paced work environment.

• Skillset And Background
• Master of Business Administration, Office Management, or a related field is preferred. Will consider bachelor's level too.
• Proven experience as an Executive Assistant or similar administrative role, supporting high-level executives.
• Proficiency in using office software and productivity tools (e.g., Microsoft Office, Google Workspace)
• Excellent organizational and time-management skills, with the ability to prioritize tasks efficiently.
• Ability to handle confidential information with utmost integrity and discretion.
• Exceptional writing, editing, and proofreading skills.
• Familiarity with Evernote, AppFolio, or Asana is a plus.
• Excellent organization and time-management skills
• Attention to detail and accuracy in all aspects of work.

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