Executive Assistant

The ideal candidate is a proactive problem solver with exceptional communication skills and meticulous attention to detail. The candidate will have previous experience working in an office environment, performing administrative duties, and supporting executives. Given the changing nature of the executive landscape, flexibility and foresight, while maintaining confidence related to high-level systems and operations, are critical.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Responsibilities:

• Primarily responsible for supporting the Executive Chairman, while also providing assistance to the CEO and executive team as needed to help ensure company goals are achieved and operations run efficiently

• Maintain and enhance internal processes that support executives across the company, coordinating both internal and external resources to streamline workflows

• Manage comprehensive travel arrangements for the Executive Chairman, including the planning and coordination of detailed itineraries for both domestic and international trips

• Book and manage private and commercial flights, ground transportation, and accommodations

• Anticipate travel needs and proactively manage passport/visa requirements and other documentation

• Prepare detailed travel briefs, including weather, time zones, currency exchange rates, and cultural norms when applicable

• Coordinate with hosts, clients, and destination contacts to ensure seamless transitions and punctual arrivals

• Develop contingency plans and maintain constant communication during travel to manage changes and disruptions

• Oversee post-travel reconciliation, including expense reports, receipts, and travel summaries

• Coordinate complex scheduling and extensive calendar management, including oversight of content and information flow to senior executives

• Plan meetings and events, ensuring all logistics are handled smoothly and efficiently

• Maintain professionalism and strict confidentiality with all materials, and exercise discretion when interfacing with the business

• Assist in reviewing financial reports and summarizing key information and insights for the Executive Chairman, CEO, and executive team

• Research, source, and purchase thoughtful and appropriate gifts for clients, employees, and personal contacts across a range of occasions, maintaining discretion and attention to detail

Knowledge, Skills and Abilities:

• Ability to influence, adapt, and lead through ambiguity and change in a dynamic growth environment
• Results-oriented, with a focus on driving continuous improvement that positively impacts the organization
• Highly organized and able to effectively prioritize and manage multiple projects and priorities simultaneously; detail-oriented
• Excellent interpersonal, verbal, and written communication, presentation, and facilitation skills
• Ability to develop 'client-ready' presentation material and communicate effectively with a broad range of stakeholders
• Thrives in a fast-paced environment with multiple priorities
• Ability to understand and adjust to changing priorities, circumstances, direction, and personal styles
• Strong decision-making skills \u2013 able to recognize and research a problem, identify root causes and cost impact, and apply past experiences to identify alternative solutions
• Strong financial acumen with the ability to understand financial reports
• Excellent written and verbal communication skills
• Strong time-management skills and the ability to organize and coordinate multiple projects at once
• Proficiency in Google Workspace, Microsoft Office (specifically PowerPoint), Apple products (specifically iPhone), and other office productivity tools, with an aptitude to learn new software and systems
• Flexible team player willing to do what it takes to get the job done; adaptable and enjoys a challenge
• Maintains the highest level of confidentiality in handling company information and executive matters

EDUCATION AND REQUIREMENTS

Required:

• 5+ years' experience in an administrative role reporting directly to senior management

PHYSICAL REQUIREMENTS:

• Prolonged periods sitting/standing at a desk and working on a computer
• Must be able to lift up to 15 pounds at times