Executive Assistant

We are seeking a highly organized and initiative-taking Executive Administrative Assistant to support the CEO and CFO. This role is pivotal in ensuring smooth operations within the executive office, managing a wide range of administrative and executive support-related tasks. This role is critical in facilitating the execution of strategic initiatives and ensuring effective communication from the office of the CEO. The ideal candidate has experience in managing a wide range of administrative duties, be able to work independently with little or no supervision, has a strong background in business management, excellent project management and communications skills, and the ability to collaborate with diverse teams. 

Job Overview:  

The Executive Administrative Assistant provides initiative-taking, well-rounded support to help both the CEO and CFO make the most of their time and stay connected with direct reports, colleagues, and external partners. Manages a variety of tasks, from scheduling and meeting prep to follow-ups and coordinating complex travel. Takes initiative to streamline processes, manage projects, and keep information and people organized. Gathers and summarizes research for executives and helps keep things moving behind the scenes. Builds strong relationships across the organization and uses good judgment and discretion to support the executives’ work. May also lead or coordinate support staff and other resources as needed. 

Essential Job Functions: 

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skills, and abilities required. 

Duties and Responsibilities: 

• Project manage/facilitate special projects and ensure cross-functional collaboration and alignment with organizational goals. 
• Facilitate effective communication and collaboration between the executive team and other departments. 
• Prepare and review high-level reports, presentations, and correspondence, including Board of Directors and Investors presentations. 
• Coordinate and participate in executive meetings, ensuring follow-up on action items and decisions. 
• Assist in the development and monitoring of performance metrics and KPIs. 
• Manage and maintain executives’ schedules, including organizing appointments, meetings, and travel arrangements. 
• Prepare meeting agendas, take minutes, and follow up on action items. 
• Function as a point of contact between executives, employees, clients, and external partners. 
• Manage confidential information with discretion and professionalism.  
• Manage expense reports for CEO and CFO, and occasional personal financial matters of the CEO. 
• Provide leadership and organization for the Executive Administrative Assistants cohort. 
• Perform general office duties such as ordering supplies, managing files, and overseeing office equipment maintenance. 
• Other duties as assigned. 

Desired Competencies: 

• Business communications
• Document preparation
• Inquiry research
• Correspondence development
• Management reporting
• Project management/coordination
• Data analysis
• Presentation development
• Logistics management

Education & Experience: 

• Bachelor’s degree in business administration, management, or a related field; MBA or advanced degree preferred or proven 10+ years’ experience in a similar role, with a history of managing complex projects and initiatives. 
• Strong leadership and organizational skills. 
• Excellent written and oral communication and people skills. 
• Ability to think strategically and execute methodically. 
• Proficiency in Microsoft Office Suite; superior PowerPoint, Excel skills