Executive Assistant to Chief Executive Officer

The ideal candidate for this position is responsible for administrative support to the Senior Administrators including but not limited to the President / Chief Executive Officer and the Executive Vice President / Chief Operating Officer. Must be able to manage multiple tasks / priorities, maintaining flexibility to meet time constraints and expectations.

Responsibilities

• Responsible for answering Administration telephones. Directs callers appropriately. Provides accurate and concise messages.
• Responsible for maintaining the Administration front desk including but not limited to greeting guests, announcing and directing monitoring monitor flow throughout the Senior Executive Suite.
• Maintains President / CEO and Executive Vice President / COO calendars, ensures accuracy, coordination and prioritization of appointments.
• Maintain conference room calendars.
• Reviews correspondence and distributes appropriately and in a timely manner. As directed, drafts responses.
• Prepare Administrative meetings to include meeting invitations, handouts and refreshments.
• Preparation of draft for administrative meeting minutes
• Typing and emailing to various departments to maintain communication. As directed, prepare memos, communiques and correspondence.
• Maintains Administrative records / files in an orderly and organized manner for easy access. This includes both paper and electronic files.
• Facilitates communication and works closely with leadership and the Executive Team.
• Assists with compilation of annual budget, budget reports, FTE reports, etc.
• Compiles various reports for presentation for the senior management team.
• Complete reports via Excel or Word.
• Prepares PowerPoint presentations.
• Assists in managing multiple projects.
• Responsible for payroll coding entries for the administrative team (Vacation / Sick, etc.) in preparation for approval.
• Monitors and maintains administrative supply par levels. Ensure orders are placed in a timely manner.
• Ensure that all administrative data, reports, and communications are maintained with the utmost of confidentiality.
• Coordinate administrative office moves with key support departments (EVS, ENG, IT).
• Monitor administrative areas / Senior Executive Suite for cleanliness and ensures all are maintained.

Qualifications