Executive Assistant

Job Scope:

The Executive Assistant (EA) to the CEO will serve as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the CEO. The EA will also be a key liaison to the Board of Directors and will assist the Chief of Staff in organizing senior leadership meetings. The ideal candidate will have impeccable organizational skills, the ability to anticipate the needs of the CEO, and a proactive approach to problem-solving.

Duties and Responsibilities:

• Manage the CEO's calendar and schedule meetings, appointments, and travel arrangements.
• Prepare and edit correspondence, communications, presentations, and other documents.
• Conduct research and compile reports as needed.
• Serve as a point of contact for the Board of Directors, ensuring effective communication and timely dissemination of information.
• Coordinate and organize Board meetings.
• Assist in the preparation and distribution of Board meeting packets.
• Support the Chief of Staff in organizing and coordinating Senior Leadership Meetings, Operations Review Meetings and All Staff Meetings. Assist in the preparation of meeting agendas, materials, and follow-up action items.
• Ensure effective communication and collaboration among senior leadership team members.
• Oversee the efficient functioning of the CEO’s office, ensuring a smooth and professional environment.
• Handle confidential and sensitive information with discretion and integrity.
• Undertake special projects as assigned by the CEO or Chief of Staff, providing support and coordination as needed.
• Assist in the planning and execution of company events and initiatives.
• Work closely with the other EAs supporting Senior Leadership, lead a weekly meeting to ensure smooth coordination and communication.

Required Experience/Qualifications:

• Proven experience as an Executive Assistant or similar role supporting senior executives.
• Excellent organizational and time management skills.
• Strong written and verbal communication abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, MsTeams).
• Ability to handle confidential information with discretion.
• Proactive and solution-oriented mindset.
• This position may require occasional after-hours work.
• The role requires a high level of dedication and flexibility.

Core Competencies

• Meeting Management: Knowledge of both productive and unproductive meeting management practices; ability to effectively prepare, conduct, participate in, and facilitate meetings and group discussions.
• Service Excellence: Knowledge of customer service concepts and techniques; ability to meet or exceed customer needs and expectations and provide excellent service in a direct or indirect manner.
• Accuracy and Attention to Detail: Understanding the necessity and value of accuracy; ability to complete tasks with high levels of precision.
• Confidentiality: Knowledge of practices and policies governing disclosure of information about the organization, its business activities, and employees; ability to apply this knowledge appropriately to diverse situations.
• Flexibility and Adaptability: Knowledge of successful approaches and techniques for dealing with change; ability to adapt to a changing environment and be comfortable with change.
• Managing Multiple Priorities: Knowledge of effective self-management practices; ability to manage multiple concurrent objectives, projects, groups, or activities, making effective judgments as to prioritizing and time allocation.
• Project Management: Knowledge of effective project management strategies and tactics; ability to plan, organize, monitor, and control projects, ensuring efficient utilization of technical and administrative resources to achieve project objectives.
• Calendaring: Knowledge of office electronic scheduling software; ability to use scheduling software to create, review or manage schedules.
• Office Administration: Knowledge of office administration activities; ability to carry out ongoing office administration tasks effectively and efficiently in support of local and remote teams.
• Data Gathering and Reporting: Knowledge of tools, techniques, and processes for gathering and reporting data; ability to practice them in a particular department or division of a company.

Universal Competencies

• Continuous Improvement: Knowledge of transformation initiatives to drive fundamental changes, enhance responsiveness and efficiency to core business practices. Ability to drive cultural chang