Overview
The Executive Assistant will provide high-level administrative support to the CEO and other Executive Committee members. Reporting directly to the CEO, the Executive Assistant provides executive support in a one-on-one working relationship. The Executive Assistant also serves as a liaison to the board of directors and senior management teams; organizes and coordinates executive outreach and external relations efforts, and oversees special projects. The Executive Assistant must be creative and enjoy working within an entrepreneurial environment. The ideal individual will have the ability to exercise good judgment in a diversity of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities.
Duties
Provide high-level administrative support to the CEO, including managing calendars, scheduling meetings, and coordinating travel arrangements. Manage sensitive matters with a high level of confidentiality and discretion.
Strategic Calendar and Priority Management
- Manage and prioritize the CEO’s schedule: Ensure time is allocated effectively to the highest-value activities, including strategic initiatives, board meetings, investor relations, and key decision-making sessions.
- Gatekeeping and filtering: Filter meetings, calls, and appointments to prioritize strategic engagements that align with company growth and CEO’s long-term vision.
- Capacity planning: Ensure adequate time for the CEO’s deep work, creative strategy sessions, and reflection to promote thoughtful decision-making.
High-Level Meeting Preparation and Follow-Up
- Prepare comprehensive briefing documents: Conduct in-depth research on relevant topics, clients, or industry trends and distill information into actionable insights for the CEO before key meetings.
- Meeting agendas and minutes: Set clear agendas with objectives for all meetings. Take ownership of action items during meetings and ensure follow-through.
- Post-meeting follow-up: Track deliverables and deadlines discussed in meetings, ensuring that all stakeholders are held accountable for their tasks.
Cross Departmental Collaboration and Facilitation
- Act as a facilitator: Serve as a bridge between departments to ensure alignment with the CEO’s vision and the execution of cross-functional projects.
- Project coordination: Manage projects delegated by the CEO, particularly those involving multiple stakeholders. Ensure project timelines are adhered to and report on progress regularly.
- Issue resolution: Identify and pre-emptively address potential roadblocks in internal processes or inter-departmental communication that could hinder efficiency.
Business Analytics and Data-Driven Insights
- Support decision-making: Leverage data and analytics to provide the CEO with actionable insights. Prepare reports on key metrics (e.g., financial performance, market trends, competitive analysis) to guide strategy.
- Track company performance: Develop and manage dashboards or other reporting mechanisms to track company performance against strategic goals.
- Benchmarking: Regularly analyze industry trends and best practices to provide the CEO with external benchmarks that can inform decision-mak
Stakeholder and Board Relations
- Prepare board materials: Ensure board decks, reports, and presentations are well-prepared and align with the CEO’s strategic priorities. Collaborate with relevant departments to gather necessary data and insights.
- Liaise with board members: Act as a key point of contact between the CEO and board members. Schedule and manage investor relations and shareholder meetings.
- Governance tracking: Ensure that all regulatory and governance-related documentation is prepared, accurate, and submitted in a timely manner.
External Representation and Thought Leadership
- Represent the CEO externally: Serve as the CEO’s proxy when required, handling key communications, engaging with stakeholders, and even participating in industry events where applicable.
- Thought leadership support: Collaborate with other departments to position the CEO as a thought leader, including managing their external communication (e.g., speeches, articles, or keynotes).
Operational Efficiency and Process Improvement
- Optimize internal processes: Identify opportunities for operational improvements in the CEO’s workflow and across the company, suggesting new technologies or procedures that can drive efficiency.
- Implement tools and systems: Leverage new tools (e.g., AI-driven project management tools, advanced CRM systems) to improve productivity and efficiency for both the CEO and the broader executive team.
- Crisis management: Develop and maintain contingency plans for business continuity and crisis management, ready to activate in the event of unexpected challenges.
Travel and Event Management
- Seamless travel coordination: Plan and coordinate complex international and domestic travel arrangements, ensuring all logistics are handled, and contingencies are in place for disruptions.
- Event planning: Organize executive retreats, strategic off-sites, and leadership events, ensuring these are aligned with company goals and provide maximum value to participants.
Personal and Professional Balance for CEO
- Maintain CEO’s well-being: Proactively manage not just the CEO’s professional calendar, but ensure time is allocated for personal commitments, downtime, and mental resilience.
- Personal projects and philanthropy: Support the CEO in managing personal projects, charitable initiatives, or philanthropic endeavors that align with their personal mission or enhance their public image.
Talent and Leadership Development
- Executive team support: Work closely with other executives, ensuring they are aligned with the CEO’s priorities and that collaboration across the leadership team is optimized.
- Leadership insights: Gather insights and track leadership trends, programs, and resources that can benefit the executive team’s development and the overall culture of the company.
- Succession planning: Help the CEO identify, groom, and mentor potential leaders within the company who can take on more responsibilities as the business scales.
Minimum Qualifications, Skills, and Abilities:
- Bachelor’s Degree
- 5+ years of related experience required in working as an executive assistant
- Advanced Proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint)
Preferred Attributes:
- Business sense - has a strong business sense and can decipher priorities and make sound judgment calls when needed.
- Commitment to excellence - perform duties at the highest level possible on a consistent basis.
- Excellent communicator - able to interact with people of all levels in a confident, professional manner.
- Demonstrate ability and temperament to work with sensitive information.
- Team player - have team-oriented experience and approach.
- Service focus - dedicated to meeting the expectations of the CEO and other senior executives by maintaining effective relationships with interested parties.
- Ability to think outside of the box with a sense of urgency.
If you are a motivated individual looking to contribute to a dynamic team while supporting our executive leadership, we encourage you to apply for this exciting opportunity as an Executive Assistant.
Job Type: Part-time
Pay: $42,500.00 - $55,000.00 per year
Benefits:
- 401(k)
- Health insurance
- Life insurance
- Paid time off
Schedule:
Work Location: Remote
