Executive Assistant to CEO

Oberd is looking for a highly professional, motivated, and trusted Executive Office Assistant to provide administrative support to the CEO and Marketing department. The ideal candidate will have an enthusiastic and personable nature, a diplomatic approach to conflict, and strong personal initiative. This position requires a take-charge attitude to execute a multitude of daily tasks, and optimize an ever-changing schedule. The Executive Office Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion, as well as manage heavy travel and event schedules. Maintaining a warm disposition while building positive working relationships within different areas of the business is essential.

Key Responsibilities:

• Primary responsibilities will include complex calendar management, travel booking, event coordination, handling a range of communications, conducting research, personal assistance, maintaining databases and records, and various other senior administrative duties
• Provide daily administrative support to the Chief Executive Officer and act as primary liaison for inquiries, scheduling requests and follow ups. May provide occasional support to other leaders in the organization.
• Schedule and organize complex activities such as meetings, travel and sales conferences
• Lead and manage end-to-end travel planning, including some international travel, and coordinate related arrangements for the teams
• Schedule and manage daily calendars; Help maximize the efficiency and effectiveness of executive's day by managing the flow of their schedules and ancillary engagements
• Prioritize and resolve calendar conflicts and handle matters expeditiously
• Anticipate the CEO and c-suite's needs, take independent action, and respond appropriately to urgent issues
• Assist new employees with office orientation
• Run errands when needed: stores, getting lunches, etc
• Generate letters, memoranda, and reports, & proofs material for errors
• Negotiate with vendors including hotels, internet and phone lines, cleaning companies
• Plan, organize, and oversee the execution of organizational special events
• Review and appropriately handle receipt of and responses to important legal documents as directed, both traditional and electronic, subject to strict deadlines
• Manage and execute the CEO requests and priorities
• Identify areas of risk/opportunities and influences and implements continuous improvements
• Office manager duties including ordering supplies, vendor coordination and ensuring the office runs smoothly
• Light office cleaning: CEO office, executive kitchen, conference rooms
• Perform special projects and other duties as assigned by the Executive Office

Skills and Requirements:

• Ability to work on-site regularly and from home occasionally
• 1-2 years administrative experience or strong customer-facing service experience with evidence of success
• Associates or Bachelor's degree or equivalent experience
• High proficiency in all Microsoft and Google applications: Word, Excel, PowerPoint, Gmail, Google Docs
• Extensive experience with digital calendaring, instant messaging and video tools (e.g. Google Calendar, Slack, Zoom)
• Unwavering attention to detail and organizational skills are essential
• Ability to maintain a professional image and demonstrate sound judgment at all times
• Ability to exercise good judgment, tact and discretion when handling confidential information
• Highly adaptable and able to plan ahead as well as handle last minute changes
• Ability to maintain absolute confidentiality and discretion in all facets of the role
• Ability to manage numerous task involving competing priorities in a fast-paced and dynamic environment with limited direction
• Ability to communicate and work with all levels of management
• Strong communication and grammar skills, both written and oral
• Ability to work in a fast-paced environment
• Minimal after-hours and weekend availability may be required at times