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The executive has a very demanding schedule and the job of the assistant is to ease the workload by taking on most of the administrative duties, leaving the executive to focus on decision making. Responsibilities will often include making travel arrangements, organizing events/engagements, running errands, managing appointments or calendars, making reservations, placing orders, answering/returning calls, and many other similar administrative, clerical and support duties.  Flexibility and availability to occasionally work extended hours/on-call when CEO and Director are traveling.

Provide strategic support to the CEO and Director through calendar management, inbox prioritization, travel planning, meeting prep and follow-up . Someone adaptable, excels at identifying patterns and working cross-functionally, and is meticulous with the details. 

 

Daily Executive Administrative Support (60%)

  • Manage and maintain the principals' calendar. Schedule all appointments, meetings, and events, while coordinating related logistics. 
     
  • Keep the principals' informed of upcoming commitments and responsibilities, following up appropriately. Ensure the principal are provided, in a timely way, with all necessary materials in preparation for meetings and other activities, and that they remain on track for activities and events that occur during the day. 
     
  • Build and nurture key relationships across industry and with external audiences to provide a bridge for smooth communication with the principals'. Demonstrate leadership in all interactions to maintain credibility, trust, and support. Maintain the utmost discretion and confidentiality for the work of the principals'. 
     
  • Attend and provide administrative support, including support for timely agenda creation, for meetings led by the principals', as needed. Circulate meeting materials in advance to attendees and take notes if needed. Track follow-up items. 
     
  • Handle principals' expense records and submit expense reports. 
     
  • Oversee meeting logistics such as registration, flights, room booking, ground transportation.
     
  • Notify the principal of issues or concerns that arise, using sound judgement to suggest solutions and/or opportunities. When necessary, draft initial responses for the principals' review. May be primarily responsible for distributing the message/response. 
     


Priority Management & Coordination (40%)
 

  • Prioritize conflicting needs with and among principal, handling matters expeditiously and proactively. Follow-through on projects to successful completion, often with deadline pressures. 
     
  • Manage and ensure appropriate and timely follow-up on internal and external requests for information or action. 
     
  • Ensure principals' committee leadership is focused and efficient by making sure materials, agendas, timelines, and ongoing communication are all well-coordinated and are timely. 
     
  • Create Word, professional PowerPoint and Excel presentations, charts, and reports with a strong attention to accuracy and detail. Update and maintain document templates.  
     
  • Successfully complete critical aspects of deliverables with a hands-on approach, including drafting correspondence, and other tasks that facilitate the principals’ ability to effectively lead. 
     
  • Undertake other duties and special projects as directed.