Executive Business Assistant to the Founder & CEO

EXECUTIVE BUSINESS ASSISTANT TO THE CEO

The Executive Business Assistant must enjoy working within a fast-paced, entrepreneurial environment that is mission-driven, results-focused, and community-oriented. The ideal individual will be able to learn the business, exercise good judgment in various situations, have extremely strong written and verbal communication, administrative, and organizational skills, and maintain a realistic balance among multiple priorities. The Executive Business Assistant will be able to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle various activities and confidential matters with discretion.

Executive Business Support

• Develops a deep understanding of current sales programs and business activities where the CEO is involved to preemptively draft responses to incoming emails.
• Develops basic vendor and customer contact knowledge to understand priority emails, responses, and telephone calls.
• Develop an understanding of financials relating to business development to review & track data provided for accuracy.
• Provides leadership to build relationships crucial to the organization's success and manages a variety of special projects for the CEO, some of which may have organizational impact.
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgment letters, personal correspondence, and other tasks that facilitate the CEO's ability to lead the company effectively.
• Prioritizes conflicting needs; handles matters expeditiously and proactively; and follows through on projects to successful completion, often with deadline pressures.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CEO, including those sensitive or confidential. Determines the appropriate course of action, referral, or response.
• Provides a bridge for smooth communication between the CEO and internal departments, demonstrating leadership to maintain credibility, trust, and support with senior management staff.
• Works closely and effectively with the CEO to keep him well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a pulse for the environmental issues and keeping the CEO updated.

Executive Administrative Support

• Assists the CEO with daily administrative duties and completes a wide variety of administrative tasks, including managing an active calendar of appointments, composing and preparing complex correspondence, and compiling documents for travel-related meetings.
• Plans, coordinates, and ensures the CEO's schedule is followed and respected. Provides "gatekeeper" and "gateway" roles, creating win-win situations for direct access to the CEO's time

Experience & Education:

• Bachelor’s degree or equivalent experience
• Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Five to ten years of providing support for upper-level management

Skills & Abilities:

• Excellent writing, editing, grammatical, organizational, and research skills
• Proficiency in Microsoft Office Suite, including MS Word, Outlook, Excel and PowerPoint
• Strong retention and recall
• Ability to run costing models and understand margins, percentages
• Ability to conduct research and present data in a succinct and well-written manner
• Ability to work independently and with professional discretion
• Impeccable attention to detail and accuracy
• Excellent management, time-management, and problem-solving skills
• Demonstrated proactive approaches to problem-solving with strong decision-making capability
• 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

Personality Traits

• Thrives in a high-intensity, fast-paced, high-stress environment
• Capable of working with driven colleagues
• Autonomous work ethic
• Emotional stability and maturity
• Do not get overwhelmed easily