Executive Assistant

A Brief Overview

The Executive Assistant provides high level of support with flexibility to meet business needs, including maintaining availability outside standard business hours and on weekends as required. The Executive Assistant will be responsible for directing questions and requests for information, managing complex reports, and creating and monitoring complex plans and schedules. The Executive Assistant supports the President, and other members of executive management.

The Executive Assistant has exposure to highly sensitive information for the organization, requiring considerable tact, diplomacy, confidentiality, and judgment. Additional duties include drafting and distributing highly confidential correspondence, preparing reports, maintaining files, and performing various special projects. The Executive Assistant consistently exercises high discretion and independent judgment to execute the following essential job functions successfully.

What you will do

* Manages the coordination and arrangement of meetings and events, with high-level executives inside and outside the company.

* Proactively manages daily and long-term calendars for the President, Sr. Executives and other members of the team.

* Screens and prioritizes leader's time, including screening incoming calls and messages.

* Manages the day-to-day activities of the President and other Sr. Executives, including both business and personal matters.

* Independently answers and/or triages requests for information.

* Independently establishes, organizes, and maintains files.

* Facilitates communication and acts as an effective liaison between internal and external customers by providing confidential, timely, and accurate information professionally.

* Reviews and prioritizes documents, including incoming and outgoing mail, and responds as appropriate.

* Drafts and prepares correspondence, announcements, presentations, and reports both internal and external to the Company.

* Sets up and manages conference calls and meetings, including preparing and organizing meeting space and materials in advance, ordering food for breakfast/lunch, etc.

* Maintains the cleanliness and overall appearance of the physical office. Ensures kitchen items are sufficiently stocked, including coffee and utensils in drawers, etc.

* Inventory tracking as well as managing/ordering and replenishing office supplies.

* Accepts all incoming packages and directs to appropriate individuals.

* Monitors and manages deadlines set for personnel reporting.

* Research, book, and execute highly detailed travel arrangements including commercial flights, private aviation, ground transport, accommodations, and itinerary creation for both corporate and private trips.

* Manages some aspects of aviation operations, including flight scheduling and coordination, flight following, emergency response coordination, maintenance of aircraft records for logbook and tax compliance, airport selection and logistics, passenger and crew records administration, fractional ownership program oversight, and general administrative support for the aviation team.

* Leads projects independently by researching, preparing, and coordinating material.

* Performs office receptionist duties to all visitors and vendors in-person and on the phone.

* Assists with client contacts and support.

* Assists with projects/transactions in progress, including administrative details, maintains contract timelines, and delivers documents.

* May handle coding and payment of vendor invoices.

* Handle highly sensitive private plans, personal correspondence, and personal financial or legal documentation with absolute discretion.

* Responsible for understanding and complying with Company policies and procedures while performing the above-mentioned role.

* Administers and organizes various aspects of business and personal matters for various members of executive management.

* Above all, consistently uses sound judgment and complex problem-solving skills to provide professional administrative support in a fast-paced environment.

* High level of integrity, discretion in handling confidential information, and professionalism in dealing with senior…