Executive Assistant - CEO

Collette is seeking an Executive Assistant to the CEO. This is a hybrid position based out of our Pawtucket, RI headquarters, three days required in office.

About Collette: Let Us Show You the World

There has never been a better time to be in the travel industry. See the world, connect with others, and experience immersive benefits when you join the Collette team! As the longest-running tour operator in North America, our family-owned business leads the industry in innovation and expertise. Collette’s passionate team works hard to fulfill travel dreams and is always looking for talent that will help to shape the company’s future. Being part of the Collette team means having a willingness to grow, a desire to learn and ask questions, and a zest for seeing the world. From giving back to local communities to creating incredible experiences for a world of travelers and being part of a value-oriented team that cares for one another – Collette is all about people. So, what are you waiting for? Your journey starts here.

Job Summary:

Reporting directly to the CEO, the Executive Assistant provides exceptional executive support in a one-on-one working relationship. The Executive Assistant serves as the primary point of contact on all matters pertaining to the Office of the CEO. The Executive Assistant also serves as a liaison to the Board of Directors and Senior Leadership Team; organizes and coordinates executive outreach and external relations efforts; and oversees/manages special projects. The Executive Assistant must be creative and enjoy working in a mission-driven, results-driven, and community-oriented environment. The ideal individual will have the ability to exercise good judgment in a variety of situations, with exceptional written and verbal communication, administrative, and organizational skills, and the ability to manage multiple priorities and tight deadlines. The Executive 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.

Primary Functions:

Executive Support

• Completes a broad variety of administrative tasks for the CEO including managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
• Plans, coordinates, and ensures the CEO's schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the CEO's time and office.
• Communicates directly, and on behalf of the CEO, with Board members, donors, staff, and others, on matters related to CEO's initiatives.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
• Provides a bridge for smooth communication between the CEO 's office and internal departments; demonstrating leadership to maintain credibility, trust, and support with senior management staff.
• Works closely and effectively with the CEO to keep her well informed of upcoming commitments and responsibilities, following up appropriately.
• Provides leadership to build relationships crucial to the success of the organization and manages a variety of special projects for the CEO, many of which may have organizational impact.
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the CEO's ability to effectively lead the company.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Independently drive special projects in the realms of Marketing, Sales, CRM, Tours, and other companywide initiatives.
• May host and narrate presentations in-person and via Zoom, Teams, etc. ranging from a few to hundreds of participants. Track credit card expenditures and assist in the monthly reconciliation process.
• Arrange detailed travel plans, and compile documents for travel-related meetings.
• Learn to reference, edit, and maintain data in various company software programs.

Board Support and Liaison

• Serves as the CEO's administrative liaison to Senior Leadership Team and Board of Directors.
• Assists Board members with travel arrangements, lodging, and meal planning as needed.
• Maintains discretion and confidentiality in relationships with all Board members.
• Adhere to compliance with applicable rules and regulations set in bylaws regarding Board and Board committee matters, including advance distribution of materials before meetings in electronic/paper format.

Senior Management Liaison

• Participates as an adjunct member of the Executive Team including assisting in scheduling meetings and attending all meetings.
• Assists in coordinating the agenda of Senior Leadership Team meetings, and all staff meetings.
• Ensures that the CEO's bio is kept updated and responds to requests for materials regarding the CEO and the organization in general.
• At the direction of the CEO, edits and completes first drafts for written communications to external stake holders.

Strategic Initiatives

• Coordinates the CEO's outreach activities.
• Follows up on contacts made by the CEO and supports the cultivation of ongoing relationships.
• Edits and creates letters from the CEO.
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Exceptional interpersonal skills and the ability to build relationships with stakeholders, including staff, Board members, and external partners.
• Exceptional level written and verbal communication skills.
• Demonstrated proactive approaches to problem-solving with strong decision-making capability.
• Emotional maturity.
• Highly resourceful team-player, with the ability to also be extremely effective independently.
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
• Forward-looking thinker, who actively seeks opportunities and proposes solutions.

Knowledge and Skills

• Bachelor's degree required.
• Demonstrated work tenure: five to 10 years of experience supporting C-Level Executives.
• Experience and interest in internal and external communications and relationship development.
• Excellent project management skills.
• Exceptional Microsoft Office (Excel, Outlook, Word, and Power Point), Teams, and Adobe Acrobat skills

Starting Annual Salary: $60,000-$100,000