The C-Suite Executive Assistant is to assist with the schedule, communication, business-related, and personal tasks of the COO & CEO. This person must be able to work in a fast-paced environment, be flexible, and extremely organized. Our ideal candidate is adaptable, self-motivated, discrete, and able to “read the room,” along with meticulous attention to detail.
Primary Tasks
This role focuses on a heavy amount of administrative work, including but not limited to:
- Work directly with the COO to support all aspects of the daily work routine
- Responsible for heavy calendar management, coordination, scheduling, and reminders
- Complete a broad variety of administrative tasks for the COO, including:
- Manage an extremely active calendar of appointments
- Composes and prepares correspondence that is sometimes confidential
- Arrange complex and detailed plans, itineraries, and agendas
- Research, prepare presentations, reports, and special projects as needed
- Develop and maintain digital filing systems
- Screen incoming telephone calls and emails; take and deliver accurate messages; respond to requests by gathering and providing information and referring non-routine calls to the appropriate staff
- Plan, coordinate, and ensure the COO's schedule is followed and respected. Provides "gatekeeper" and "gateway" roles, creating win-win situations for direct access to the COO's time and office
- Assist with a wide variety of administrative support, able to anticipate needs, think critically and offer solutions
- Take notes during in-person and phone meetings as well as email exchanges. Update notes on Google Drive, Slack, calendars, and follow up with appropriate departments accordingly
- Responsible for managing complex projects that require extensive coordination and careful planning across departments
- Maintain confidential and sensitive information
- Able to “roll with the punches” and “wear multiple hats”
- Occasionally assist with events in person, as needed, for guest arrivals/check-ins, directing traffic, day of event support, etc.
- Determine priority of matters of attention for the COO; redirect matters to staff to handle, or handle matters personally, as appropriate
- Prioritizes outstanding tasks & follows up on delegated responsibilities
- Complete projects using Google Drive + Microsoft applications
Personal Tasks
- Supports the COO with personal errands, from getting coffee to assisting with a variety of responsibilities
- Assists with booking travel arrangements and scheduling personal appointments
- Able to confidently and discreetly handle and communicate personal matters
Requirements
- Excellent organizational skills, ability to be proactive, and an ability to handle details
- Ability to handle multiple tasks and to prioritize appropriately
- Extremely organized, detail-oriented, consistently punctual, and responsive
- Excellent communicator - able to interact with people of all levels in a confident, professional manner
- Someone who exhibits sound judgment with the ability to prioritize and make decisions
- A high level of trustworthiness & discretion in handling sensitive and confidential matters
- Ability to work from home with integrity
- Sense of urgency and ability to work under strict deadlines
- A great attitude and highly personable towards both coworkers and guests
- Able to remain calm and think clearly under pressure
- Commitment to excellence - perform duties at the highest level possible consistently
- Proficient/experience with common workplace/industry platforms including but not limited to: Google Drive, Slack, Microsoft Office, Excel, Adobe, Quickbooks, MEWs, and Tock
- Outstanding verbal and written communication skills
- Ability to multitask, and prioritize work to meet deadlines and multiple requests
- Problem solver with a positive attitude who enjoys working in a fast-paced, high-energy, and rewarding environment
- Willing to be flexible, adaptable, and able to anticipate needs
Schedule
- Subject to change, which requires flexibility from the candidate, due to factors such as the season, support needed for events, client availability for calls/meetings, etc.
Job Type: Full-time
Pay: $65,000.00 - $85,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
Schedule:
- 8 hour shift
- Weekends as needed
Ability to Commute:
- Port Jervis, NY 12771 (Required)
Ability to Relocate:
- Port Jervis, NY 12771: Relocate before starting work (Required)
Work Location: In person