Executive Assistant

An Executive Assistant plays a pivotal role in supporting the efficient operation of an organization by providing administrative assistance to top-level executives. This position requires exceptional organizational skills, discretion, attention to detail, and the ability to manage multiple tasks simultaneously. The Executive Assistant serves as a primary point of contact between executives and internal/external stakeholders, handling correspondence, scheduling meetings, and managing various administrative tasks to ensure the smooth functioning of executive offices.

Reporting Relationship

The Executive Assistant will report to the Chief Executive Officer.

Essential Duties and Responsibilities

Key Responsibilities & Outcomes

• Calendar Management:

• Coordinate and manage executives' schedules, including arranging meetings, appointments, and travel itineraries.

• Prioritize conflicting demands and ensure executives' time is optimized effectively.

• Communication:

• Serve as a liaison between executives and internal/external contacts, including screening and directing phone calls, emails, and other correspondence.

• Draft, proofread, and edit documents, presentations, and reports as required.

• Administrative Support:

• Provide general administrative support, such as organizing files, handling invoices, managing expense reports, and maintaining office supplies.

• Prepare meeting agendas, take minutes, and follow up on action items.

• Travel Coordination:

• Arrange travel accommodations, including flights, hotel reservations, and ground transportation, ensuring cost-effectiveness and adherence to company policies.

• Information Management:

• Maintain confidential records and files, ensuring data accuracy and integrity.

• Conduct research and compile information as requested by executives.

• Event Planning:

• Assist in planning and coordinating corporate events, conferences, and meetings.

• Relationship Management:

• Build and maintain positive relationships with internal and external stakeholders.

• Handle inquiries and requests in a professional and timely manner.

• Special Projects:

• Support executives in various special projects, initiatives, or tasks as needed.

Qualifications

• Bachelor's degree preferred.

• 2 years of experience preferred

• Proven experience as an executive assistant or similar role.

• Proficiency in MS Office Suite and other relevant software applications.

• Strong analytical and problem-solving skills.

• Excellent attention to detail and organizational abilities.

• Effective communication skills, both written and verbal.

• Maintains confidentiality of sensitive information.

• Ability to work independently and collaboratively in a fast-paced environment.

Compensation & Benefits

In addition to a competitive salary, CCSP offers a full comprehensive benefits plan.

The Community Charter School of Paterson is an equal opportunity employer.