Job Description

Overview

The Executive Assistant to the President & Chief Executive Officer provides comprehensive administrative and strategic support while ensuring efficiency of the organization’s mission, vision, and values. Responsibilities will include a broad range of scheduling, streamlining communication, anticipation of needs, tasks and solving challenges. The Executive Assistant acts as a trusted partner, ambassador and extension of the President & CEO, providing utmost professionalism, confidentiality and customer service both internally and externally.

Qualifications

Education & Experience

• Bachelor’s degree or commensurate education and experience
• Minimum five (5) years of proven experience as an Executive Assistant or similar role supporting senior executive(s)

Skills

• Demonstrated ability to manage complex calendars, prioritize tasks and coordinate various travel arrangements; event planning experience a plus
• Proven ability to maintain strict confidentiality while managing access to privileged information and adhering to company policies and legal requirements
• Experience in project management and proficient in using productivity and collaboration tools and software
• High level experience with Microsoft Office Suite and Adobe Acrobat
• Research and analysis background and experience a plus
• Excellent spelling and grammar skills
• Ability to work weekend and evening remote hours as required, especially for travel and scheduling needs

Special Requirements

• High degree of professionalism and must be able to ensure sensitive issues are managed with care and integrity
• Exceptional leadership, communication, and collaboration skills
• Detail oriented and high level of accuracy
• Ability to be nimble, flexible and handle change
• Results oriented and solution focused
• High degree of accountability and ownership
• Excellent organizational and time management skills including ability to multitask, prioritize and meet changing deadlines
• Positive attitude and team player
• Excellent internal and external customer service skills

Essential Qualities

• Organizational Expertise : Manage complex schedules, prioritize tasks efficiently, and maintain readily accessible information for quick decision-making.
• Tech Savviness : Strong grasp of office productivity tools and the ability to learn new software quickly.
• Calm Under Pressure : Maintain composure in high-stress situations, effectively handling urgent and unforeseen challenges.
• Ambassadorship : Represent the President & CEO and the organization professionally, embodying their goals, values and mission in all interactions.
• Trustworthiness : Handle sensitive and confidential information with the utmost discretion and integrity.
• Excellent Communication Skills : Serve as a spokesperson for the President & CEO, building relationships with internal and external stakeholders through empathy and emotional intelligence.
• Proactive Problem Solving : Anticipate needs, identify potential challenges, and implement solutions before issues arise.
• Quick Thinking : Make sound, autonomous decisions in high-pressure situations.
• Negotiation Skills : Secure optimal outcomes with vendors, service providers and other stakeholders.
• Project Management Experience : Organize and execute events, meeting and team-building activities.
• Analytical Thinking : Evaluate complex situations and make informed decisions.
• Leadership & Team Collaboration : Act as a liaison between executives and team members.
• Adaptability : Embrace change and maintain flexibility in an ever-evolving work environment.
• Commitment to Learning : Demonstrated interest in professional development.

Responsibilities

• Provides administrative support, including email and telephone coverage, scheduling, calendar management, contact management, travel coordination, and necessary communications internally and externally.
• Prepares, mails, or delivers correspondence including email, letters, memos, forms, policies, procedures, and confidential information.
• Maintain office supply inventory including refreshments for CEO.
• Manage CEO contact database from entry to cleanup.
• Manage all CEO conference and/or virtual calls.
• Coordinate travel (air and hotel) for out of town guests.
• Create monthly anniversary notes from CEO to employees.
• Draft memos to hotel general managers regarding monthly action items.
• Manage CEO expense reports and approve expense reports for CEO direct reports.
• Maintain bio packages and order OM packages as needed or requested.
• Maintain the company’s and CEO’s memberships and subscriptions database.
• Liaison between IT and CEO for company equipment.
• Manage CEO’s email inbox to assist CEO with organization and time effectiveness.
• Coordinate all travel for CEO (flights, cars, car service, hotels, etc.); including international travel coordination.
• Maintain corporate tickets and entertainment accounts.
• Manage corporate and hotel art database / didactics / shipping / installation / invoices.
• Coordinate art insurance with appropriate team members.
• Maintain professional relationships with CEO’s contacts both personal and professional.
• Assist on development RFP packages as necessary.
• Coordinate document signing/notarizing as requested.
• Open CEO office each day and ensure readiness.
• Liaison between CEO and Executive Team; assist team as requested.
• Help to maintain and add to Juniper database.
• Complete corporate projects as requested by CEO.
• Assist other team members on annual meeting and grand opening of hotels or other projects.
• Assist with planning or preparation of corporate or Foundation events as requested.
• Participate on internal committees as requested or needed.
• Provide personal assistance for CEO’s appointments.
• Provide scheduling and travel coordination for CEO and family for personal trips.
• Liaison for cell phone and other IT needs for CEO/Family.
• Other duties as assigned.

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