Job Description

A successful (multi-billion dollar) business that has been in business for over 35 years is looking for an Executive Assistant to support the CEO/Owner. The CEO owns two companies and the EA will interact with both. There are 9 employees in the corporate office. This is an in-office role. The office is located near N 19th St and E Thunderbird Road.

About the Job:

• Vet and prioritize the CEO’s emails and draft responses
• Proactively anticipate the needs of the CEO and provide support to optimize their time and productivity
• Collaborate with cross-functional teams to facilitate effective communication and project coordination
• Prepare and edit documents, presentations, and reports for internal and external communications
• Assist in the preparation of agendas, materials, and presentations for meetings, conferences, and events
• Assist in the coordination of executive-level projects, initiatives, and special assignments.
• Attend meetings, take minutes, and distribute action items to ensure follow-up and accountability.
• Uphold an elevated level of confidentiality when overseeing sensitive information and materials.
• Conduct research and gather information to support decision-making and strategic planning
• Screen incoming phone calls delivering detailed, timely messages to the appropriate parties
• Proactively manage daily calendar, identifying and mitigation potential conflicts
• Schedule and prepare for meetings by organizing agendas, taking minutes, and following up on action items
• Schedule internal and external meetings
• Coordinate complex travel arrangements including flights, cars, hotels, and other reservations and manage private aviation to identify and mitigate potential travel disruptions whenever possible
• Process expense reports, reconcile financial statements, and process invoices
• Ad hoc projects as needed
• Manage the office including ordering and stocking supplies, scheduling maintenance and repairs, etc.
• Assist with personal tasks and errands as needed
• Some off-hour availability (the CEO is respectful of weekends)

About You:

• Minimum of 10 years of experience in a related support position
• BA/BS from a college or university (Business Administration or Communications a plus)
• Excellent Microsoft Office skills (Word, Excel, PowerPoint and Outlook)
• Dynamic and proactive comfortable in a fast-paced environment.
• Polished, professional demeanor
• Proactive go-getter; no task is too big or too small
• Outstanding communication skills

Salary, Benefits, medical, dental, vision (Individual basic plan paid 100% by firm), Unlimited PTO, 401k, Electric Vehicle Allowance after 1 year, Free Parking

Hours: 9-5

Job Tags

Similar Jobs