Description

The Executive Assistant – CEO Office reports to the Sr Manager, Executive Assistant to the CEO and needs to be an organized self-starter with exceptional business acumen and strong analytical, organizational and communications skills.

The right candidate will need to possess the ability to multi-task and hit time sensitive deadlines. This role will perform advanced, diversified and confidential duties that may be administrative in nature or project based. The scope will be broad and range from scheduling to having a major role in leading a project for the CEO office. Strong analytical skills are required. Ability to coordinate events such as board meetings, team meetings, officer meetings is required.

Job Duties

• Primary function is to support the Sr Manager, Executive Assistant to the CEO and will provide dedicated support for any and all needs of the CEO office
• Exercises judgment within generally defined practices and policies in selecting methods and techniques for obtaining solutions.
• Maintains and prioritizes daily action items for personal follow up and management. Assists and relieves the executives of a variety of complex administrative duties involving contact and exposure to proprietary information.
• Determines when to act for the Executive Assistant and when to refer problems for personal attention. Handles details of a highly confidential and critical nature including human resource data, budget, forecasts, etc.
• Uses initiative to prepare responses and to assemble background information from many sources. Follows up to ensure that proper and timely action is taken.
• Collects and prepares information for use in discussions/meetings of executive staff and outside individuals. May involve preparing high-quality, executive level PowerPoint presentations, Word documents and/or Excel spreadsheets.
• Assists in maintaining appointment schedules and coordinates meetings including conference calls. Proactively monitor email inboxes, as requested. Arranges travel and hotel reservations as requested. Assembles information and prepares materials including itineraries. Accurately prepares expense statements.
• Coordinates team events (planning, logistics, attendee confirmations, etc.) as requested. Monitors event spend to budget if required/requested. Manages event requests, invoices, and related paperwork as necessary.
• Undertakes projects with direction such as preparation of correspondence, reports, presentations, etc. Offers ideas for executive and team improvement and best practices when required or as appropriate.

Job Requirements

• Strong professionalism, confidentiality, time management, communication, customer service, and organization skills
• Flexible and able to perform in a fast paced, changing environment
• Strong knowledge of Microsoft Office, especially Excel and PowerPoint
• Functional/Technical
• Process Management
• Strategic Agility and decision-making abilities: problem solver.
• Knowledge of Microsoft Office, excellent communication skills and ability to handle situations in a professional manner is essential.
• Strong proficiency in PowerPoint and Excel required.

To perform this job successfully, an individual must be able to perform each job duty satisfactorily. The requirements listed above are representative of the knowledge, skills and/or ability required.