Executive Assistant

Department: Executive

Employment Type: Full Time

Location: Gainesville, FL

Reporting To: Aurelio Sahagun

Description

Executive Assistant is a professional level role that provides administrative and strategic support to the CEO and Executive Team members with strict confidentiality. Reporting directly to the CEO, the Executive Assistant manages the CEO’s immediate and long-term commitments, coordinating high-level meetings, and assisting with special projects, while building business acumen to strategically support the CEO’s goals and objectives. This role also serves as a liaison to the Board of Directors. 

Key Responsibilities

CEO Support Responsibilities

• Manages the CEO’s calendar and schedule both short term (daily/weekly) and long term (monthly/yearly) including planning and booking meetings, arranging travel, etc. Uses discretionary judgement and critical thinking in identifying and resolving schedule conflicts, flagging/resolving problems, and exploring and recommending alternatives. Keeps the CEO aware of schedule changes. Discerns urgency of messages/meeting requests for the CEO’s time and disseminates critical information quickly and responsively to the CEO and/or requesting parties even if outside of normal business hours.
• Assists the CEO with professional commitments and events, which often requires availability outside of traditional working hours. 
• Manages board meeting calendar and coordinates with board members and other attendees with travel, preparing/sending meeting materials, booking meeting locations, and AV equipment. Ensures AV equipment is prepared and working (or has appropriate AV staff on hand to assist during meeting) and orders and oversees catering. Works with internal stakeholders for on-site meetings, ensuring facility is prepared to receive visitors and works with reception to ensure smooth, white-glove, check-in process for visitors.
• Provides tactical support for CEO priorities and projects:  Prepares briefs for the CEO on priority initiatives/projects by proactively seeking updates from responsible parties. Gathers, reads, researches, and synthesizes information from multiple sources and provides executive summaries that provide insight into progress, potential obstacles, areas of concern and areas of success/celebration. Timely completion of deliverables that enable the CEO to effectively execute top priorities.
• Provides communications support:  Screen ingoing/outgoing communication and discern which need to elevate to CEO’s attention in a timely manner. Represents the CEO in a positive light, building good relationships with employees, being prompt in responding, being accountable, using sound judgement, discretion, and strict confidentiality, especially for issues regarding employees or impacting global operations. Used advanced skills in MS Word, Excel, and PowerPoint in drafting, reviewing, and editing various documents for internal/external communication, ensuring accuracy/spelling/grammar and appropriate tone. 

Executive Team Support

• Prepare expense reports and submits for reimbursement, monitors, and balances against company credit card statements.
•  Books travel and schedules meetings.
  May assist with special projects as needed. 

Skills, Knowledge and Experience

Education: 

•  Bachelor's degree in business administration or similar (management, finance, accounting, marketing, economics, human resources, management information systems, etc.). Experience can offset education.

 Experience: 

• 3+ years of professional experience in business operations required, such as performing professional work in finance, business development, strategy, technology, sales, marketing, operations, and/or product development; and/or management consultant experience servicing in the medical device or healthcare industry.
• Advanced proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint). Advanced proficiency includes a deep understanding of various features and tools to create intricately designed presentations, create automations, develop formulas, and create complex algorithms or data models.
• Ability to communicate effectively and professionally.
• Flexible hours as dictated by the needs of business for projects and meetings.

Functional/Technical Knowledge, Skills and Abilities Required:

• Versatile: think “all-trades” persona, with cross-functional or varied experiences, and willing to jump in and learn new skills when necessary
• Strategic thinker: analytical, data-driven in their approach to solving problems with an ability to think outside of the box with a sense of urgency.