Executive Assistant

The ideal candidate will provide administrative support to our executive staff, ensuring the smooth operation of the office. This role requires a high level of professionalism, attention to detail, proactive problem solving and strong organizational skills

Essential Responsibilities:

• Provide exceptional administrative support to senior management, including preparing documents, reports, and presentations, as needed.
• Handle sensitive and confidential documents, ensuring their secure storage and retrieval
• Organize meetings, including PowerPoint presentations, spreadsheets, and narrative reports, scheduling, sending reminders, and organizing catering. when necessary
• Assist in the preparation of Board of Directors reports, organize, and track, as required
• Schedule quarterly and ad/hoc Board meetings and take minutes at Board meetings, as required
• Create itineraries for the CEO and coordinate travel arrangements, as needed.
• Provide administrative assistance, such as writing and editing e-mails, drafting memos, faxing, photocopying, transcribing meeting notes, handling incoming and outgoing mail, and preparing communications on the executive’s behalf.
• Oversee timely processing of the CEO expenses.
• Assist other executives with administrative duties and projects, as needed.
• Partner with the CEO on all projects as assigned
• Create and maintain a filing system for contracts, legal documents such as leases and deeds for all properties
• Maintain confidentiality at all times in every aspect of communications
• Willing to help others as needed in collaborative efforts
• Anticipate and meet deadlines, complete assignments with consistent accuracy
• Must have strong organizational skills and be able to multitask efficiently.
• Ensure annual filings with the State are filed in a timely manner
• Act as the liaison with the auditor
• Perform other duties as assigned

• Bachelor’s Degree required
• Time management and ability to meet deadlines
• Must have excellent verbal and written communication skills
• Strong organizational skills, detailed oriented and has the ability to multitask
• Ability to work well under pressure and to prioritize tasks is absolutely essential
• Problem-solving and decision making
• Proactivity with ability to work with minimal direction, taking ownership of multiple projects and deliverables, while providing leadership to other administrative staff
• Proficiency in Microsoft Office software (Word, Excel, PowerPoint, Outlook), Minimum of 3 years experience supporting senior management level, and Authorization to work in the US are necessary.