Executive Assistant

Job Overview:

This role will primarily support the Chief Operating Officer (COO) and may extend to assisting other executives within the organization. The ideal candidate should possess excellent organizational skills, attention to detail, and the ability to manage multiple tasks efficiently. This is a pivotal role that encompasses various administrative, event support, and organizational responsibilities.

Key Responsibilities:

This job description is not intended to contain a comprehensive listing of activities, duties or responsibilities required of the position. Additional activities, duties or responsibilities may be assigned.

Administrative Support: 

• Calendar Management:
• Proactively manage the executive leadership team’s schedule, ensuring efficient use of time and prioritizing critical meetings and appointments.
• Coordinate and schedule internal and external meetings, taking into account time zones and availability.
• Travel Coordination:
• Arrange and coordinate all travel logistics, including flights, accommodations, ground transportation, and itinerary planning.
• Correspondence and Communication:
• Draft, edit, and proofread emails, letters, and other communications on behalf of the executive leadership team.
• Respond to routine inquiries, redirecting or escalating as necessary.
• Maintain a high level of professionalism in all written and verbal communication.
• Expense Management:
• Track and manage leadership team’s expenses, ensuring accurate and timely submission of expense reports.
• Reconcile credit card statements and receipts.
• Office Organization:
• Maintain a well-organized and efficient office environment.
• Order and manage office supplies, ensuring that necessary items are always available.
• Confidentiality:
• Handle sensitive and confidential information with discretion and confidentiality.
• Establish and maintain a high level of trust with the executive team and other stakeholders.
• Special Projects:
• Support the executive leadership team in various special projects, conducting research, gathering data, and providing administrative assistance as required.
• Collaborate with cross-functional teams to ensure project milestones are met.

Event Support: 

• Event Planning:
• Collaborate with the COO and relevant stakeholders to conceptualize, research, plan, and execute various ideas that pertain to events.
• Propose and implement innovative ideas to enhance the quality and impact of PSQ Productions' events.
• Logistics Coordination:
• Coordinate with vendors and suppliers to ensure timely delivery of services and materials.
• Guest Services:
• Serve as a point of contact for event attendees, addressing inquiries and providing assistance.
• Coordinate registration processes and manage guest lists.
• On-site Support:
• Be present during events to manage on-site logistics, handle unforeseen issues, and ensure the smooth execution of the program.
• Collateral Preparation:
• Assist in the creation of event materials, including programs, signage, and promotional items.
• Ensure that all materials are printed and ready for distribution as needed.
• Post-Event Evaluation:
• Conduct post-event evaluations to gather feedback and assess the success of the event.
• Compile and analyze data to identify areas for improvement and implement changes for future events.

Organization and Documentation: 

Note Taking for Meetings:

• Prepare meeting agendas, collate relevant documents, and distribute materials in advance.
• Attend meetings with the COO and other executives, capturing detailed and comprehensive notes.
• Summarize key discussion points, decisions, and action items during and after meetings.

• Meeting Follow-Up:
• Compile meeting notes into clear and concise summaries for distribution to relevant stakeholders.
• Ensure that action items are documented and distributed promptly after meetings.
• Asana Task Management:
• Utilize Asana, our task management platform, to create and organize tasks based on meeting notes and action items.
• Assign tasks to the appropriate team members and set deadlines for completion.
• Integration of Notes with Asana:
• Seamlessly integrate meeting notes and action items into Asana, providing a centralized location for tracking progress.
• Use Asana to link relevant documents, files, and resources to corresponding tasks.
• Task Prioritization:<