Executive Assistant to CEO and COO

Executive Assistant Job Description:

§ Communicate with others on behalf of the CEO and be the first line of defense for the CEO.

§ Compose professional level written and typed correspondence with business and industry related content in a swift and timely manner.

§ Prepare, update, and distribute Executive Management Reports, Agendas, and various tracking tools.

§ Timely transcribe dictated or written correspondence, memos, reports, and confidential information, etc., as directed by the CEO.

§ Performs clerical and administrative tasks including drafting letters, memos, invoices, reports, and other documents for senior staff.

§ Schedule and attend meetings on behalf of executives, taking notes and recording minutes.

§ Receive incoming communication or memos on behalf of senior staff, reviews contents, determines importance, and summarizes and/or distributes contents to appropriate staff.

§ Assist in the identification for locations and arrange details for annual Executive Retreats.

§ Update CEO and direct report task lists.

§ Responsible for CEO and Senior Executive schedules

§ Proactively manage fluctuating calendars due to competing priorities and arrange detailed travel coordination for the CEO.

§ Handle donations, including ad text/design.

§ Prepare check requests for fees, reimbursements, etc.

§ Maintain Outlook, Excel, and grant database.

§ Prepares PowerPoint presentations to key community partnerships and sponsors.

§ Maintains confidential Human Resources files

§ Manages onboarding of interns and permanent staff including Offers of Employment, company benefits, and Outlook and Teams credentials.

§ Performs office tasks including maintaining records, ordering supplies, and performing basic bookkeeping.

§ Learn and use updated or new software.

§ Check accuracy of invoices and approve for payment, when applicable.

§ Prepare presentation/marketing materials, flyers and displays.

§ Keep track of work to be done and obtain concordance on changing priorities.

§ Performs additional duties as assigned by executives.

§ Other duties, as assigned.

Executive Assistant Requirements/Skills:

§ Bachelor’s Degree in Business Administration or related field, required. Five years of Executive Assistant experience in an ever-changing professional business environment

§ Excellent verbal and written communication skills.

§ Excellent organizational skills and diligence.

§ Excellent time management skills with a proven ability to meet deadlines.

§ Ability to function well in a high-paced and at times stressful environment.

§ Extensive knowledge of office administration, clerical procedures, and recordkeeping systems.

§ Able to type minimum of 60 wpm.

§ Extremely proficient with Microsoft Office Suite or similar software with the ability to learn new or updated software.

§ Proficient in Microsoft Word, Excel, Outlook, PowerPoint, Internet.

§ Experience drafting executive-level correspondence.

§ Excellent written and verbal communication skills