POSITION SUMMARY:
The Executive Assistant to the President and Chief Executive Officer is the personal assistant to the principal, providing personalized administrative support in a well-organized and timely manner.
ESSENTIAL POSITION QUALIFICATIONS:
• Bachelor’s degree (minimum) – business related field preferred
• 7+ years experience in specific executive administrative support capacity
• Extremely detail oriented and organized
• Exceptional organizational abilities, proactive problem-solving, adaptability, and strong verbal/written communication.
• Advanced to Expert level abilities with Microsoft Office products
• Excellent written and oral communication skills
• A minimum of 3 years’ experience with project oversight and/or supervisory/personnel management
* Business acumen, i.e. experience owning or running a business
ASSIGNED RESPONSIBILITIES AND DUTIES
Calendar, Meeting, and Professional Management:
• Managing complex schedules, coordinating across time zones, and arranging meetings.
• Manage and maintain CEO subscriptions, organization memberships, and licenses
Management
• Ability to manage and collaborate with another executive assistant
• Comfortable with someone reporting directly to this role
Communication:
• Professionally handling emails, screening phone calls, and serving as the primary gatekeeper for the executive.
• Process mail and respond to routine correspondence
• Able to take comprehensive messages when not available
• Liaison between CEO and family, household staff, etc.
• Compose thank you notes to all guests
• Compose letters for distribution and gifts
• Mailing books to various friends, family, and colleagues
• Coordinate staff birthday gifts
• Coordinate personal donations, correspond with organization, and maintain calendar for annual donations
• Maintain all CEO contracts
TRAVEL & LOGISTICS
• Coordinate all CEO travel arrangements and special events with an eye to comfort/convenience as well as cost
• Organizing comprehensive travel itineraries and managing expense reports.
• Candidate must be open to travel with the executive if needed
• Provide concierge services to CEO
Strategic and Technical Support:
• Preparing reports, presentations, conducting research, and overseeing special projects.
• Advanced to Expert level abilities with Microsoft Office products to include MS Word, Excel,
• Access, Outlook, PowerPoint: intermediate to advanced abilities with Intuit products
Confidentiality:
• Managing sensitive company, personal, and personnel information with discretion
• Maintain CEO private files
• Scanning documents as necessary
OTHER DUTIES INCLUDE:
• Flexible
• Process special orders for CEO
• Provide organization for CEO office
• Perform additional duties as assigned by the CEO
• Understands reporting structure of the individual and organization
• Previous family office executive experience is a plus
• Perform additional duties as assigned by the CEO
