The Executive Assistant/Personal Assistant will report directly to the CEO and help manage the day-to-day operations of the CEO's office, ensuring smooth workflow and assisting in decision-making processes.
You will be responsible for managing the schedules and communications of the CEO and performing various administrative tasks that help him accomplish his job.
This is a mostly in-person position but will require some remote wor\*
Executive Assistant to the CEO Responsibilities\*
* Act as a liaison between the executive, other employees, and vendors to help build and maintain strong relationships.
Building and maintaining relationships with key contacts, both professional and personal.
* Assist the CEO in problem-solving, decision-making, and prioritizing tasks.
* Attend meetings, take notes, and distill down the key takeaways, action items, and follow-ups for the CEO.
* Enter and manage tasks in Kipu (EMR system) on behalf of the CEO.
* Handle incoming and outgoing communication on behalf of the CEO, including placing phone calls, drafting emails, managing the email inbox, and other inquiries.
* Conduct research, gather and analyze data, prepare reports or presentations, and provide recommendations or alternative solutions to help inform decision-making and strategic planning.
* Provide general administrative support to the CEO, such as managing expenses, minor accounting duties, processing invoices, ordering office supplies, and handling any other administrative tasks as required.
* Assist the CEO with various personal tasks, including errands as required, personal shopping, ordering gifts, managing appointments, organizing finances, handling correspondence, reminding of events and milestones, managing household matters, or other requests.
* Scan, organize, and maintain electronic documents, files, and records, ensuring information is accurate, up-to-date, and easily accessible.
* Interface with tax and regulatory authorities concerning various LLCs, required filings, and taxes due.
* Manage the CEO's professional and personal calendar, including scheduling, rescheduling, and prioritizing appointments and meetings.
* Schedule Zoom meetings, sending out virtual meeting login information as needed.
* Find ways to surprise and delight employees by ordering gifts, cards, flowers, etc.
, to show appreciation.
* Research and order company-branded Merch for employees.
* Schedule meetings for trade shows and conferences the CEO attends.
* Arrange and coordinate employee retreats and social events, prepare agendas, coordinate attendees, book venues and catering, and provide necessary materials or equipment.
* Assist with planning and organizing professional or personal events, including coordinating guest lists, managing invitations, securing venues, arranging decorations, and overseeing logistics.
* Make professional and personal travel arrangements for the CEO, his family, and staff, clients,including booking flights, accommodations, transportation, and managing travel itineraries.
* Ensuring all necessary travel documents are in order and necessary arrangements are made.
* Maintain confidentiality and discretion in handling professional and personal sensitive information, documents, and discussions within and outside the organization.
*Requirements*
*Executive Assistant to the CEO Requirements*
* 1+ years of experience in a high-level executive and or personal assistance support role
* Proficient in Microsoft Office Suite and Google Suite applications
* Exceptional ability to execute reliably, solve problems proactively, pay close attention to details, and prioritize time and tasks
* Strong organizational and multitasking skills
* Ability to learn and adapt to new software and technologies
* Experience with Slack, GOOGLE, IG, TikTok
* Excellent English verbal, written, and interpersonal communication skills
* Maintain high discretion and confidentiality regarding personal, financial, and sensitive information
* Ability to work independently and proactively in a fast-paced, dynamic, and remote work environment
* Outstanding attention to detail, especially regarding managing calendars and written communication
* Resilience to navigate competing priorities and constant change
Job Type: Full-time
Pay: $60,000.
00 - $70,000.
00 per year
Benefits:
* Paid time off
Work Location: In person
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