• Executive Assistant to CEO

    Location US-CA-San Mateo
    Posted Date 2 weeks ago(11/27/2019 12:32 PM)
    Job ID
    Property Name
    The Home Office
    Administrative - Assistant
  • Position Purpose


    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.

    Essential Functions





    ·        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; Accurately files correspondence and other records physically and electronically; 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; Conduct phone correspondence with Prometheans and other external contacts 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. Order lunch and cater CEO’s meetings.


    Bookkeeping/Invoice Processing Responsibilities – Monitor/maintain meeting and travel schedules; Prepare invoices, obtain signature/approval and timely submit invoices to accounts payable for payment.  Set up and maintain executive’s auto-pay for personal expenses. Input weekly payroll for household employees. Perform other functions and special projects, as assigned. This position is often privy to confidential information and as such, requires diplomacy and discretion.


    Corporate Social Responsibility – Become a hands-on partner in driving synergies between the Foundation and other Company charitable events. Responsible for document management and reviewing and understanding the cash flows for the Foundation.


    Presentations & Travel - 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. Manage the creation and modifications to company presentations.


    Required Qualifications, Skills, And Experience

    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:


    • 5+ years’ related experience supporting executive C-level individuals and teams.
    • High school diploma or general education degree (GED) required. Associate’s Degree
    • Valid California Driver’s License and Proof of Insurance.
    • Experience supporting heavy scheduling including travel.
    • Superior calendar management skills, including the coordination of complex meeting management.
    • Excellent verbal and written communication skills to produce drafts of talking points and outlines in support of executive communications.
    • Demonstrated execution of meeting management and small to mid-size event management for office and organization.
    • Prefer someone with bookkeeping and payroll experience.
    • Must be able to apply common sense understanding to carry out instructions furnished in written, oral, or diagram
    • Ability to read, analyze and interpret complex documents.
    • Effectively present information and respond to questions from groups of managers, clients, residents, and the general public.
    • Computer proficient in Windows, MS Office, Word, Excel, Outlook, and the Internet. Ability to type 40+ wpm.

    Ability to learn new software programs, especially as they relate to presentation creation (PowerPoint or Adobe InDesign).

    • Ability to interpret a variety of instructions furnished in written, oral diagram, or scheduled form.
    • Ability to speak, communicate, read, write and understand the primary languages used in the workplace including, but not limited to, English in order to maintain safety in the workplace and serve internal and external customers.



    Prometheus is proud to be an equal opportunity workplace. We are committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity, veteran status, or any other status protected under federal, state or local law. We also consider qualified applicants regardless of criminal histories, consistent with legal requirements.


    If you'd like more information about your EEO rights as an applicant under Federal Employment Laws, please check out these FMLA, EEO, and EPPA pages.


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