Job Description

Position Overview

A strategic partner to the CEO who serves as the CEO’s right hand, navigates complex priorities while orchestrating administrative excellence and leadership support. The Executive Assistant to the CEO demonstrates uncompromising discretion, anticipatory thinking, and the ability to translate ambiguous directives into clear action.

Key Responsibilities

Executive Support & Strategic Liaison

• Serve as the CEO's strategic partner by anticipating needs, managing priorities, and creating systems that maximize executive leadership effectiveness
• Manage and optimize the CEO's complex calendar to align with strategic objectives, ensuring time allocation reflects organizational priorities
• Represent the CEO in high-level communications, exercising authority to make decisions on the executive's behalf when appropriate
• Cultivate and maintain critical relationships with internal and external stakeholders
• Function as a trusted advisor with access to confidential information, exercising exceptional judgment in sensitive matters
• Manage all executive expenses and vendor relations

Organizational Leadership

• Drive cross-functional collaboration by orchestrating executive team dynamics, facilitating information flow, and ensuring alignment across leadership
• Spearhead the development and execution meetings and leadership off site planning sessions
• Take complex information into actionable briefings, ensuring the CEO is prepared for all engagements
• Design and implement systems to enhance organizational communication and decision-making processes
• Anticipate organizational challenges and proactively develop solutions before issues escalate

Facilities & Operations Management

• Lead facilities management for office, including office design, space planning, and facilities optimization
• Manage vendor relationships and service contracts, ensuring premier service delivery while achieving cost efficiencies
• Responsible for the efficient and cost-effective delivery of all facility and office services (e.g., mailroom, reception, visitor management, etc.).
• Act as problem solver, resource identifier and liaison between internal customers and the Facilities Department, maintaining a strong focus on customer service.
• Handle administration of the security system ensuring set policies and procedures are strictly followed. This includes building access, badging, surveillance monitoring, incident reporting and database management. Assist in developing and communicating security policies & procedures.
• Plan and oversee all aspects of office moves and new hire setups. This includes preparing necessary plans, determining required furniture alterations and overseeing furniture installation/reconfiguration. This also includes coordinating with IT, Telecommunications and building operations as well as handling all move and post-move activities.
• Administer the site Safety Program. Serve as site Safety Team Lead, establish safety committees, provide safety training, conduct quarterly evacuation drills, maintain emergency procedures, etc.
• Perform all required OSHA site building inspections, maintain appropriate documentation, and make recommendations for improvement to Facilities Management. The building management actually handles this for us
• Manage conference room and flex desk reservation system, conduct room setups and coordinate event logistics.
• Inventory, order, track and maintain appropriate supply levels for pantries, breakrooms, copy rooms, etc. and monitor and maintain organization and cleanliness of all areas.
• Not sure if you need this one but attending weekly facilities meetings is required
• Process all mail that comes to the office - scanning to recipients

Legal Responsibilities

• Attend bi-weekly meetings
• Process invoices
• Provide support for the legal team as necessary

Qualifications

• 5+ years of experience as an executive assistant, preferably supporting C-suite executives
• Bachelor's degree preferred
• Demonstrated experience with operational oversight and facilities management
• Exceptional written and verbal communication skills
• Advanced proficiency in Microsoft Office and relevant business applications
• Strategic problem-solving abilities and meticulous attention to detail
• Proven ability to operate autonomously while maintaining alignment with organizational objectives
• Sophisticated interpersonal skills and executive presence

Personal Attributes

• Uncompromising discretion and ethical judgment
• Strategic and anticipatory mindset
• Extraordinary adaptability in dynamic environments
• Composed and methodical under intense pressure
• Exceptional prioritization capabilities
• Executive maturity and diplomatic finesse
• Exceptional emotional intelligence and interpersonal resilience
• Ability to thrive in environments with frequent changes and shifting priorities
• Skilled at managing ambiguity and making decisions with incomplete information
• Adept at navigating diverse communication styles, including direct interactions
• Capacity to translate ambiguous directives into clear action items
• Knack for de-escalating tense situations while maintaining professional boundaries
• Ability to provide candid feedback and constructive pushback when appropriate
• Resourcefulness in solving problems without clear guidance
• Maintains composure and performance during high-pressure situations

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