The Executive Assistant for the CEO is a highly skilled administrative professional who provides a wide range of support services and pro-actively oversees all day-to-day activities associated with assisting the professional and personal needs of a busy CEO. The ideal candidate must independently navigate and adeptly handle a variety of interpersonal interactions, and pro-actively anticipate and resolve the needs of the CEO and her Executive team while creating a supportive and smooth operational atmosphere around them. This position requires the ability to work in a fast-paced environment, and frequently be comfortable with change by being very flexible and possess outstanding problem solving and critical thinking skills. This position also requires sound judgement and attention to quality and detail; expert scheduling skills and strong organization of multiple calendars, electronic collaboration and document control. The role requires exceptional planning, prioritization and communication skills as well as capacity to act with utmost discretion. This position reports directly to the CEO and manages the executive’s business and personal matters seamlessly. The Executive Assistant role requires the highest level of service to the entire organization, and sets the example as to responsiveness, excellent service and help to others in the firm.
AVERAGE % OF TIME
Scheduling and Organization Responsibilities – Primary responsibilities include: planning, monitoring, managing and heavy scheduling for meetings and appointments to ensure meetings are successfully calendared and planned at the direction of the CEO; conflicts and deadlines are anticipated and planned for so that calendar is as efficient as possible. Compose, format and/or type routine correspondence; Conduct phone correspondence with Prometheans and other external contacts; Accurately files correspondence and other records; Reads and routes incoming mail/packages. Locates and attaches appropriate files to correspondence, if applicable; Answers telephone and gives information to callers or routes call to appropriate person; Makes and sends pdf copies of correspondence or other printed matter; Prepares outgoing mail. Partners with department representatives to review and route inquiries; fielding them accordingly.
Other Responsibilities – Monitor/maintain meeting and travel schedules; Prepare invoices, obtain signature/approval and timely submit invoices to accounts payable for payment; Perform other functions and special projects, as assigned. Manage the activities, meetings and attendance of the CEO at the Annual MASTERS Conference and other off-site events, which require travel, several times per year. This position is often privy to confidential information and as such, requires diplomacy and discretion.
The individual must possess the following knowledge, skills and abilities and be able to explain and demonstrate that he or she can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of knowledge, skills, and abilities: