Executive Assistant to CEO

Description:

We are seeking a proactive and highly organized Executive Assistant to provide comprehensive administrative and operational support to the CEO executives and broader team. This role involves a variety of tasks including managing schedules coordinating travel handling communications and overseeing office needs. The ideal candidate is resourceful detailoriented and an excellent communicator who thrives in a fastpaced environment. They must be able to anticipate needs multitask effectively and seamlessly support leadership while ensuring smooth daytoday operations.

Key Responsibilities:

Administrative and Executive Support:

• Managing the CEOs calendar coordinating meetings and handling daily tasks to optimize efficiency
• Serving as a key point of contact and communicating on the CEOs behalf with Csuite leaders and other stakeholders.
• Manage daily office functions including inventory control ordering supplies and maintaining office organization.
• Provide administrative support to executives assisting with calendar management scheduling meetings and handling routine correspondence.
• Coordinate travel arrangements for executives and team members including booking flights accommodations and transportation.

Vendor and Office Management:

• Oversee relationships with external vendors such as office suppliers catering services and maintenance personnel.
• Monitor office supply levels and place orders to ensure the office is always wellstocked.
• Assist with the planning and coordination of team events lunches and meetings.
• Oversee the issuance and updating of access badges for all company employees and manage access permissions efficiently.

Meeting Coordination:

• Schedule organize and assist with meetings including preparing agendas taking notes and ensuring all meeting logistics are handled.
• Organize catering and meeting materials for inoffice and virtual meetings.

Communication and Coordination:

• Serve as the point of contact for various internal teams and external vendors.
• Communicate effectively with staff executives and external partners to ensure smooth daytoday operations.

Special Projects:

• Assist with special projects and other adhoc administrative tasks as needed by executives or management.
• Help streamline office processes to improve efficiency and productivity.

Qualifications:

• Education: Bachelors degree or higher required.
• Experience: 5 years of experience as an EA extensive knowledge of executive operations office coordination and highlevel support.

Preferred Qualifications

• Experience with project management tools
• Previous exposure to handling office budget or vendor relations
• Knowledge of travel management systems or booking platforms.

Skills:

• Strong organizational and time management skills.
• Excellent communication skills both written and verbal.
• Proficiency in Microsoft Office Suite (Word Excel PowerPoint Outlook).
• Experience with scheduling tools (e.g. Google Calendar Microsoft Outlook).
• Ability to handle multiple tasks simultaneously and adapt to shifting priorities.
• Strong attention to detail and problemsolving abilities.
• Discretion and professionalism in handling confidential information.

Attributes:

• Selfmotivated with a proactive attitude.
• Strong interpersonal skills and the ability to work well in a team.
• Ability to work independently and take initiative when needed.
• Flexible and adaptable to changes in a dynamic environment.

This job specification should not be construed to imply that these requirements are the exclusive standards of the position. Incumbents will follow any other instructions and perform any other related duties as may be required by their supervisor.