Executive Assistant

Minimum starting pay for this role is $95,000 annually. Additional consideration will be given, depending on relevant qualifications and experience.

The Executive Assistant provides senior-level administrative support to the CEO with a dotted-line relationship with other executive team members, ensuring priorities are organized, deadlines are met, and confidential information is handled with discretion. This role supports leadership through calendar coordination, meeting preparation, communication management, project tracking and travel arrangements. This role is based on-site/in-office.

• Manage the CEO’s (and other executives’) calendar, including scheduling appointments, meetings, and travel arrangements.
• Answer and screen phone calls, taking messages and handling inquiries with professionalism and discretion.
• Prepare and edit correspondence, communications, presentations, and other documents.
• Assist with document management, including organizing files, scanning documents, and keeping records.
• Coordinate and arrange meetings, conferences, agendas, catering and events.
• Maintain confidentiality of sensitive information.
• Organize and/or design content for letters, reports, graphs, emails, Excel documents or Power Points.
• Transcribe meeting notes and create accurate minutes.
• Act as a liaison for CEO’s/Exec’s guests (communication, travel arrangements, accommodations)
• Manage project meetings, goals, workflow, and timelines to stay on track.
• Conduct research on varying topics and compile data or information as requested by the CEO.
• Provide support for our corporate office:
  • Ensure that all conference, meeting, kitchen, and team rooms are kept clean, have operating technology (phone, data ports, etc.), adequate seating, and are always fully functional.
  • Manage facility vendors and advise management of any maintenance and repairs that need to be made on a timely basis.
  • Ensure office/kitchen supplies are adequately stocked.
• Prepare expense reports and credit card reconciliations in accordance with company due dates.
• Partner with the Board Liaison to support board-related communications and assist with the planning, coordination, and execution of in-person and virtual board meetings, dinners, and related events.
• Perform special projects and other duties as assigned.

• Highly organized and detail-oriented with strong administrative skills. Professional manner and ability to maintain confidentiality.
• Highly skilled in MS Word, TEAMS, Doodle, ZOOM, Windows, PowerPoint, Excel and Adobe. Strong written and oral communication skills. Must have the ability to compose clear and concise correspondence regarding relevant subject matter.
• Excellent internal and external customer service.
• Ability to focus on projects in a shared workspace with frequent interruptions.
• Knowledgeable in the use and operation of a telephone, copier, fax machine, computer and A/V equipment.
• Proficiency in using Docu Sign or similar electronic signature software.
• Ability to transcribe accurately and efficiently.
• Demonstrated ability to prioritize leaders’ calendars and make judgment calls and decisions based on rapidly shifting priorities
• Team player who is proactive and willing to help wherever needed to better the company.
• Must have an extremely high work ethic.
• Ability to maintain a consistently positive and genuine demeanor, understanding that each interaction contributes to the team dynamic and company culture.
• Exercises a high degree of accountability and ownership, ensuring requests, action items, and scheduling needs are handled promptly, efficiently, and without the need for additional follow-up.
• Demonstrates professionalism, discretion, and executive presence in appearance and interactions, effectively representing the Office of the CEO to board members, executives, employees, and external stakeholders.
• Demonstrates initiative and a proactive approach to supporting the organization, actively seeking opportunities to add value, assist departments, and contribute to special projects when capacity allows, while appropriately prioritizing executive support responsibilities and time‑sensitive deliverables.

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