Executive Assistant

Seeking experienced Executive Assistant to the CEO– Position Overview 

 

KL Scott and Associates is seeking an experienced and highly organized Executive Assistant to support our CEO in overseeing daily operations and strategic initiatives. This key role involves providing high-level administrative support, managing the CEO’s schedule, and acting as a primary liaison for key communications. The ideal candidate will be proactive, detail-oriented, and capable of handling a wide variety of responsibilities with professionalism and discretion. While the company operates remotely, the candidate must be based in Atlanta, Georgia. 

 

Responsibilities: 

1. Executive Support: Provide comprehensive administrative support to the CEO. Including full ownership of the CEO’s calendar. Manages complex scheduling, resolve conflicts, and prioritize engagements in line with business needs. Coordinate detailed travel plans, ensuring seamless itineraries, and handle any last-minute adjustments. Prepare and submit expense reports, ensuring they are accurate and compliant with company policies, and assist with financial tracking where needed.  

1. Communication Management: Serve as the primary point of contact for the CEO, managing and filtering all communications. Handle complex and confidential email accounts, organizing and prioritizing messages.  Ensure timely, professional responses, clear daily email influx, and maintain proper email filing systems to support the CEO’s workflow efficiently. 

1. Meeting Coordination: Prepare meeting agendas, attend executive meetings, and take detailed minutes. Ensure follow-up on action items and deadlines, keeping meetings productive and on track. 

1. Document Preparation: Draft, review and edit executive-level documents, reports, sales proposals, and presentations on behalf of the CEO. Maintain confidentiality with sensitive information and coordinate the completion of administrative projects, often involving collaboration with project managers and department leads.  

1. Project Management: Support the CEO in tracking and managing key projects, timelines, and deliverables, ensuring alignment with strategic initiatives and corporate priorities. Proactively prioritize competing demands and handle matters efficiently, following through on all projects to successful completion, even under tight deadlines.  

1. Stakeholder Relations: Manage and cultivate relationships with key stakeholders including clients, board members, and senior executives. Oversee the coordination of the CEO’s external engagements and interactions while maintaining the highest level of discretion and confidentiality in all communications and dealings. 

1. Office Management: Oversee daily operations of the CEO’s office, including expense management, coordinating complex travel logistics, and preparing expense reports. Collaborate with HR, finance and other departments to ensure the CEO stays informed on key operational, financial, and administrative matters. 

1. Research and Analysis: Conduct research and prepare detailed briefing materials for the CEO on various topics, including market trends, potential clients, and industry best practices. Support relationship-building efforts by following up on contacts made by the CEO. 

1. Event Coordination: Organize and manage corporate events, meetings, and dinners, ensuring seamless execution and attention to detail.   

1. Decision Support: Serve as a trusted partner to the CEO, offering insights and recommendations based on organizational priorities and business needs. 

1. Process Improvement: Identify and recommend opportunities for process improvement withing the executive office, working with colleagues to implement efficient solutions. 

1. Ad hoc Projects: Assist with special projects and initiatives as directed by senior management, offering support through financial analysis and other expertise as needed.  

 

Qualifications: 

• Bachelor’s degree in Business Administration, Communications, or a related field. 

• Minimum of 5 years of experience supporting C-suite executives, preferably within a fast-paced consulting or professional services environment. 

• Exceptional organization skills, with a proven ability to manage multiple tasks and priorities effectively. 

• Strong time management skills, with a keen attention to detail and the ability to prioritize competing demands. 

• Excellent communication and interpersonal skills, capable of interacting with senior stakeholders and maintaining strong professional relationships. 

• High level of discretion & professionalism, with the ability to maintain confidentiality.