Executive Assistant - 5+ years of executive level support preferred

Executive Assistant



SUMMARY

 

 

Finer by Design is looking for a smart, energetic, and personable individual committed to providing excellent support to the highest level of company’s executives. The individual must be flexible, an excellent problem solver and outstanding communicator with impeccable relationship skills.

 

The primary role of the Executive Assistant is to support the CEO & President. This person must be able to perform well working independently, multi-task, and thrive in a very fast-paced environment. The EA will handle confidential data and interact with high-level executives. The EA will essentially function as the CEO’s and President’s “chief of staff.� The EA must be able to problem-solve and exercise independent judgment and discretion.

 

POSITION RESPONSIBILITIES Arranging for staff members to represent organization at conferences and meetings; establishing appointment priorities, or rescheduling appointments or invitations. Responsible for organizing meetings and events, executive briefings, public speaking engagements including, creating and distributing agendas and meeting minutes, and advising on status of action items. Summarizing the content of incoming materials or meetings to assist CEO & President; coordinating new information with background office sources; drawing attention to important information or conflicts and may make recommendations on such. Provide direction and prioritization standards for screening of executive's email, voicemail and appointments using expert judgment and knowledge  Serving as project coordinator for various Serving as principal liaison between CEO, President, team members, press, and customers. Will be responsible for disseminating press releases, updating bio and compiling quotes for future use. Prepare financial and operational reports and analyses reflecting progress, adverse trends and appropriate recommendations or conclusions. Analyze past trends and project future needs to forecast and manage administrative budget. Serve as liaison with administrative personnel concerning company policies and procedures, grant administration and budgetary preparation and control. Independently develop presentations for CEO and President to deliver. Receive and initiate extensive, regular outside contacts on behalf of the executive with executives and boards of directors of other companies, regulators, elected representatives, charitable boards, and customers. May represent CEO and President on internal or external committees Assist with production of quarterly Newsletter for all international divisions. Oversee content, editorial, graphics, production and posting of content. Responsible for tracking of financial and data (budget, revenue) and maintaining dashboard for the CEO and President. In conjunction with HR, responsible for managing and coordinating department MBO process. Proofreading outgoing correspondence for CEO’s and President’s approval and alerts writers to any conflict with the file or departure from policies; gives advice to resolve the problem. Handling details of a confidential nature, perform administrative functions and make decisions based on understanding of company policy. Coordinating logistics for travel, company meetings, executive meetings, and conference calls. Preparing accurate, high-quality correspondence and assists with preparation of presentation materials. General administrative support including maintaining and prioritizing calendars and schedules, coordinating travel, preparing expense reports, etc. Manage external volunteer Board responsibilities, reporting requirements, and related speaking engagements. May perform other administrative duties as assigned. International and domestic travel to accompany CEO, President and other executives to major functions and public events required  

PROFESSIONAL QUALIFICATIONS

 

·          5+ years of executive level support preferred.

·          Demonstrate interpersonal skills and proficiency in business vocabulary to effectively represent the executive and the company to outside parties.

·          Demonstrate attention to detail and decision-making skills to respond to high-pressure situations.

·          Demonstrate time management skills to plan, manage, and coordinate executive's activities and major functions.

·          Ability to demonstrate discretion in handling confidential data and dealing with high-level executives.

·          Ability to independently carry-out multiple tasks from start-to-finish with the aptitude to anticipate and prioritize what needs to be done.

·          Sophisticated knowledge of word processing, spreadsheets, databases, and presentation software.

·          Proficiency in MS Office Suite required