Executive Assistant to CEO

Job Title:

Executive Assistant to the CEO

Department:
Operations

This position provides high-level administrative support to the Chairman & CEO and the President & COO, other senior executives at times.

• Coordinate the CEO’s scheduling and calendar
• Book travel arrangements for executives and client trips
• Plan for any on-site breakfasts, lunches for internal and client meetings including set up and clean up
• Work with the buildings team to register guests and submit online maintenance requests
• Initiate professional service agreements (PSA) and non-disclosure agreements (NDA) for the agency
• Prepare Statements of Work (SOW) for the CEO’s and COO’s special clients
• Coordinate company-wide events such as AHOD meetings, departmental meetings, and social meetings, including reserving rooms, ordering food and supplies, set up and break down and working with our digital support group on the meeting’s technological needs.
• Work with Operations to reconcile various monthly invoices and the CEO’s financials including American Express.
• Maintain Petty Cash
• Support the team in ad-hoc special projects and other administrative duties as needed.
• Keep and maintain critical internal and external lists.
• Work with leadership on presentations, proposals and documents needed for internal and external meetings.
• Maintain lists and relationships on behalf of the CEO and COO with their various community and business boards.
• Review and disburse voicemails left on the main line
• Monitor front desk camera for visitors and deliveries
• Possibly accompany the CEO to meetings and take notes.
• Various tasks such as coordinating Fed Ex package pickup, picking up and distributing mail daily, providing postage as needed and take items to the lobby post office.
• Opening the office, stocking supplies in the kitchens and printers on all floors
• Handle and maintain confidential information.
• Coordinate and assist with the holiday decorating and toy drive
• Other duties as assigned

• Live the agency’s Guiding Principles of Accountability, Alignment, Initiative, Resiliency and Respect. Possess the desire, understanding, ability and commitment to effectively translate Guiding Principles into daily behaviors and actions
• Operate in a flexible and adaptive manner within a fast-paced agency environment while delivering the following: a consistent quality of work; exceptional attention to detail; effective project management; responsiveness to client; basic budget management
• Take ownership of a project and work independently, when necessary, while contributing within a high-functioning team
• Exhibit an eagerness to learn and accept new responsibilities, taking the initiative to go beyond outlined job expectations
• Demonstrate resourcefulness by bringing fresh, innovative ideas to the agency for the benefit of your internal clients, colleagues, and agency
• Understand the agency’s mission, vision, values, principles, business strategy, capabilities, and service offerings
• Comply with all policies, procedures, standards and agency rules and expectations

• High school diploma or equivalent work experience
• History of organization abilities and success.
• Minimum of five to seven years of administrative experience with at least five years working with Executive Leadership
• A general proficiency in technology. Able to effectively conduct online research, use online tools and web applications, etc.
• Excellent skills at using Microsoft Office products, including but not limited to Word, Excel, PowerPoint, SharePoint, Teams, etc.
• Excellent verbal and written communications skills
• Experience handling sensitive information and assignments where sound professional judgement and discretion are required.
• Must have a dignified professional & personal presentation and decorum at all times.
• Ability to self-manage, independently prioritize, solve problems, and effectively handle multiple tasks and projects simultaneously, while taking direction as needed
• Demonstrated ability to manage multiple details accurately, on time and under pressure is required.
• Must have availability Monday - Friday between the hours of 8:30 a.m.
  
  - 5:15 p.m. In office M-Th. Friday according to needs.

$55,