Executive Assistant 16473364

The Executive Assistant/Scheduler will serve as a gatekeeper, problem solver, and all-around team partner to the President & CEO. The ideal candidate will have the ability to simultaneously handle complex situations and multiple responsibilities and a demonstrated ability to manage confidential information and sensitive projects. They will manage day-to-day administrative duties in support of the CEO, including scheduling meetings, managing travel and expenses, and coordinating materials to prepare for meetings and events. The Executive Assistant will be responsible for ensuring the CEO has a seamless daily schedule and that both short- and long-term projects are carried out to timely completion. The ideal candidate will be exceptionally organized, detail-oriented, and proactive, with a natural ability to thrive in a fast-paced, ever-changing, team-based environment.

Responsibilities:

• Manage the CEO’s calendar and daily schedule, including scheduling internal and external calls and meetings, managing logistical setups such as teleconferences or videoconferences, organizing and coordinating the distribution of appropriate materials.
• Effectively represent the CEO to internal and external stakeholders, both on the phone and in person.
• Collaborate with the Chief of Staff to ensure a seamless internal flow of information and efficient business operations for the Executive team.
• Provide support for organization-wide operations and administration, including logging cash receipts, receiving and distributing mail, and other duties as needed.
• Support the CEO and the organization’s efficiency and productivity by prioritizing, organizing agendas, taking minutes, and following up on pending action items.
• Draft letters, emails, and other correspondence on behalf of the CEO.
• Coordinate travel arrangements, including multi-city travel schedules/itineraries (ground transfers, air, hotel, etc.).
• Execute additional administrative tasks on behalf of the CEO, including expense reporting, timesheets, maintaining contact information, and other duties/projects as assigned.

Qualifications:

• At least 5-7 years of experience in administrative and executive support roles, including at least 4 years of experience directly supporting a C-suite level executive.
• A bachelor’s degree.
• Exceptional organizational skills and attention to detail.
• Fluency in Microsoft Office tools, especially Outlook, Word, and Excel, as well as overall computer literacy to manage other platforms and handle tasks efficiently.
• Strong communication and writing skills and ability to effectively respond to incoming requests from industry leaders and government staff.
• A strong work ethic and cheerful customer-service attitude in order to thrive in our fast-paced, team-oriented environment.
• Experience in trade associations or membership organizations is a plus.
• Must maintain professionalism at all times, be respectful, and exhibit a 24/7 white-glove mentality.