Manage and monitor the busy calendar of Chief Executive Officer (CEO).
Manage contacts and monitor incoming emails for CEO.
Assist CEO with organizing office and files.
Take notes and minutes of meetings as requested by CEO.
Provide companywide executive level support.
Schedule client meetings for leadership.
Correspond with executive level clients and their staff.
Correspond with Board of Directors, and their staff, and assist with the scheduling and planning of quarterly Board meetings.
Produce documents in Microsoft Word, Excel and PowerPoint and utilize Microsoft Outlook for email, calendars, and contacts.
Maintain customer confidence and protect operations by keeping information confidential.
Book and coordinate all travel including flights, hotels, rental cars, etc.
Reconcile monthly credit card statements.
Answer phones with a professional and courteous manner and direct phone inquiries to the appropriate staff members.
Coordinate conference calls for the leadership team.
Sort and distribute mail as needed.
Maintain office supply inventory by checking stock, anticipating needs, placing orders, and verifying receipt of supplies.
Mail packages, correspondence, and holiday cards.
Welcome guests by greeting them upon arrival and connecting them with the appropriate staff.
Assist in providing lunches, drinks, copies, etc. for corporate meetings.
Keep break rooms and conference rooms clean, stocked, and ready for use.
Coordinate company events and philanthropy events.
Assist marketing with the production of materials, the ordering of branded materials, and organizing involvement in various conferences.
Ensure operation of office equipment (printers, copiers, projectors) by completing preventive maintenance requirements, troubleshooting malfunctions, and calling for repairs.
Contact building maintenance with any issues.
Maintain office appearance- correspond with cleaning crew.
Run errands and complete miscellaneous projects as needed.
Desired Profile
Adaptable, resilient, dependable, and organized, with accountability and follow-through.
Commitment to prioritizing customer needs and enhancing customer experiences through your work.
Ability to take on tasks with little direction.
Ability to create professional quality material in Microsoft Word, PowerPoint, and Excel.
Strong attention to detail.
Ability to maintain confidential company information.
Excellent written and oral communication skills.
Effective time management.
Previous experience (3+ years) in a similar role is preferred.