The Executive Assistant (EA) in the Office of the Chief Executive Officer covers a wide spectrum of responsibilities to ensure that the CEO can focus on strategic priorities and deliver on their responsibilities effectively and efficiently. The role requires a high level of maturity, problem-solving, forward-thinking and self-discipline. The EA will be expected to operate at a high level of professionalism and be a skilled stakeholder and project manager. They will engage with staff and external stakeholders at all levels on behalf of the CEO and maintain excellent relationships.
Job Duties and Responsibilities
Responsible for the smooth running of the office of the CEO, ensuring coordination across the organizational departments and managing the CEO's communications and preparations for key meetings.
Support CEO in research and development and assist with creation of reports and insights to grow organization and fundraising efforts.
Support cross-functional organization-wide projects or initiatives, including bringing multiple stakeholders together and tracking decisions and follow-up actions.
Track and manage strategic plan dashboards, coordinating meetings, reviews, and actions to support fidelity to the strategic plan.
Schedule internal meetings (e.g. Board, team, partner), and manage the meeting cadence for Board meetings and organization-wide meetings, including ensuring materials are comprehensively developed and sent in advance, time is well spent, objectives are achieved and follow-through is managed.
Coordinate logistics for external meetings and travel, to include conferences and CEO speaking engagements.
Strategically manage the CEO's time: evaluate opportunities and determine fit with priorities.
Help the CEO identify the areas where they must direct their focus and identify metrics for success. Revisit regularly and evaluate progress.
Responsible for meeting preparation for the CEO and follow up, including reviewing upcoming meetings for the week to ensure CEO has all information needed to be as productive as possible and sending out agendas or documents to meeting attendees as necessary.
Responsible for working cross-organizationally to assist in drafting company messages, reports, pitch decks, speeches, or presentations for the CEO.
Liaise with the Executive Team, project managers, contractors, and interns leading work requiring input and presence of the CEO, ensuring CEO's involvement in a project or decision-making process at the right moment and right altitude.
Prepare briefings for calls and meetings, pulling together material from across the organization.
Report to work on a regular basis and is available for occasional after-hours emergency calls and projects.
Performance Measures
Ability to handle confidential information.
Maintain a high level of professionalism among staff, leadership, and external partners.
Work strategically and collaboratively across all depts.
Ability to streamline and improve processes to handle the heavy workload of the CEO.
Timely, accurate completion of assigned projects and tasks.
Timely, accurate maintenance of CEO's contacts, correspondence, and meeting schedule.
Effective and supportive relationships with board members, staff, and other external partners.
Active participation in staff meetings and events
Preferred Experience
We believe the best fit for this role would be a professional with a Bachelor's Degree in a related field, along with a minimum of 2 - 3 years' experience supporting executive-level leaders in a similar sector (e.g. eCommerce, Logistics, Marketplace). We're also excited to meet candidates with 4+ years of experience in program administration, coordination, and project management.
Essential Knowledge and Skills
Bachelor's Degree is the minimum educational requirement.
Minimum 5 years' work experience working with high level executives
Ability to work under pressure and complete assignments in a timely, professional manner. Well-organized and detail orientated.
Excellent writing skills, ability to think proactively and prioritize workload.
The ability to interpret and utilize data effectively.
Advanced organizational and planning skills.
Demonstrated strategic thinking and problem-solving.
Excellent facilitator with strong listening and interpersonal skills.
Ability to motivate others and communicate enthusiasm of shared goals.
Advanced knowledge of Microsoft Office products, smart devices, and quick learner of other data and software systems
Demonstrated ability to build relationships, work effectively with people of a diverse social, faith, economic, and racial background.
Proven experience exercising discretion and confidentiality with sensitive information.