Under limited direction, the Executive Assistant is responsible for providing a wide variety of confidential and complex administrative support to our CTO. The E.A. must be a self-assured, highly composed individual with exceptional organizational, writing, communication, analytical, time-management, and multi-tasking skills.
Responsibilities
Exercise discretion and independent judgment with respect to matters of significance.
Greet in-office guests of the R&D team including vendors, interview candidates, and other external contacts showing them hospitality and providing refreshments/meals as needed.
Complete a broad variety of administrative tasks proactively for the CTO including: managing active calendars, completing expense reports; composing and preparing correspondence that is often confidential; arranging complex and detailed travel plans, itineraries and agendas; and compiling documents for travel-related meetings.
Plans, coordinates and ensures the CTO's schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the CTO's time and office.
Researches, prioritizes and follows up on incoming issues and concerns addressed to the executive team, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
Provides a bridge for smooth communication between executives' offices and internal departments; demonstrating leadership to maintain credibility, trust, and support with managers and staff.
Works closely and effectively with the CTO and other executives to keep all informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping everyone updated.
Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects, some of which will have organizational impact.
Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgment letters, personal correspondence, and other tasks that facilitate the executives' ability to lead the company.
Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows through on projects to successful completion, often with deadline pressures.
Senior Management Liaison:
Participates as an adjunct member of the Executive Team including assisting in scheduling meetings and attending meetings as needed.
Assists in coordinating the agenda of R&D team meetings and off-sites, and all-staff meetings.
Facilitates cross-divisional coordination of travel, meeting and outreach plans.
Assists the Licensing Department in their efforts to get updated information, statements, and signatures from the CTO for licensing purposes. Facilitates this process.