Executive Assistant To Chief Executive Officer

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Job description

General Position Overview

The position of Executive Assistant to the Chief Executive Officer ("CEO") is responsible for providing administrative support for the CEO in organizing and administering all aspects of the business. The Executive Assistant must have excellent judgment, superb decision-making skills, and must be capable of performing work using his or her own discretion and independent judgment, often without specific direction from the CEO. Because the CEO travels regularly, both domestically and internationally, the Executive Assistant must be able to manage, organize, and administer all administrative affairs in the CEO's absence. While the position has some limited clerical tasks, the purpose of the role is executive support in an intense and deadline-driven environment.

Regarding the responsibilities listed below, the Executive Assistant will be delegated the authority to make decisions about the matters within the scope of the position and must do so with superior judgment. The Executive Assistant is expected to be able to consider, compare, and evaluate multiple different courses of action and outcomes and then make decisions and/or recommendations to the CEO. The Executive Assistant will have access to, and be responsible for, a significant amount of sensitive business information. Accordingly, all matters must be handled with the highest level of confidentiality.

Because of the complexity of work, the CEO's significant travel, and the volume of work, more than one Executive Assistant may be engaged to perform the responsibilities expected in this job description. Accordingly, all Executive Assistants must also be effective in delegating, working in a team, and communicating verbally and in writing.

Responsibilities

· Managing the CEO's schedule and generally consulting and advising about such schedule.

· Acting as the CEO's representative in dealings with third parties.

· Prioritizing, handling, and distributing all correspondence.

· Arranging the CEO's travel schedule and travel reservations (including trip folders, travel itineraries, and meeting documents).

· Administering work schedules and appointments with the highest levels of accuracy, ensuring that the schedules are up-to-date, flexible, and responsive to both internal and external needs.

· Preparing process and tracking complex expense reports ensuring all AMEX cards are reconciled monthly.

· Coordinating all materials needed for daily appointments, ensuring materials are prepared for meetings and other events in advance, and briefing CEO on materials.

· Arranging and coordinating logistics for internal and external meetings, including note taking and maintaining departmental task lists as needed, coordinating planning and logistics for special events and functions, including conference room reservations, catering, and equipment.

· Entering and managing contacts.

· Conducts, coordinates and reviews necessary property projects, inspections and any maintenance to be performed.

· Communicates and advises CEO in a timely manner of actions and or funds needed to maintain property.

· Coordinates the cleaning services for the property.

· Managing and tracking entertainment and business literature sent to customers and business units.

· Establishing and maintaining a consistent and positive rapport with internal and external contacts.

· Handling and prioritizing all incoming phone calls and electronic mail and directing communication to the appropriate parties promptly and efficiently.

· Assisting with the preparation of presentation materials.

· Ordering office supplies.

· Formulating, interpreting, and implementing office operating practices for CEO support.

· Assisting with CEO's personal obligations.

· Assisting with CEO's outside board commitments.

· Executing special assignments or projects under only general supervision.

· coordinating with vendors and clients, providing strategic planning, calendar management as well as onsite assistance when needed

· Coordinating contracts for maintenance, trash removal, landscaping, security and other ongoing services and managing disputes with these service providers where appropriate

· Coordinating driver/Car services for CEO and all guests. Responsible for coordinating the maintenance on all vehicles at the property.

· Manage all vehicle records, registrations, coordinate maintenance and cleanliness

· Responsible for arranging the meal schedule with CEO and potential guests with the chef and/or restaurant.

· Perform other duties as assigned, but not limited to, assisting support for other departments as needed.

Job Requirements

· Advanced skills in Microsoft Word, Excel, PowerPoint and Outlook.

· Strong verbal and written communication skills.

· Deadline and detail-oriented self-starter essential.

· Experience in Property Management which includes coordinating property maintenance and renovations.

· Ability to interact professional with vendors contractors and clients.

· Ability to work as member of a team as well as independently with minimal supervision.

· Ability to communicate clearly and comfortably with company directors, officers and staff; other professionals; vendors; agencies; etc. and make independent judgments in connection with various requests.

· Applicant must also possess great people skills and the ability to serve and organize guest visits in a professional and confidential manner

· Understands that the highest levels of confidentiality and discretion are required