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The Executive Assistant to the CEO and CFO provides executive and administrative support in a one-on-one working relationship to both executives. The Executive Assistant serves as the primary point of contact for internal and external parties on all matters pertaining to the Executive Office. The Executive Assistant also serves as a liaison to the Board of Directors and senior management teams; organizes and coordinates external relation efforts with Residents, Guests and Vendors; and oversees special projects.
Essential Functions – Overview
- Completes a broad variety of administrative tasks for the CEO and CFO including, but not limited to: managing an extremely active calendar of appointments; completing expense reports; preparing and posting reports; composing and preparing correspondence that at times is confidential; and arranging complex and detailed travel plans, itineraries, and agendas
- Communicates directly, and on behalf of the CEO and CFO, with Board members, Residents, and others, on matters related to the Executive Team’s priorities and initiatives
- Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CEO and CFO, including those of a sensitive or confidential nature, determines appropriate course of action, referral, and/or response
- Works closely and effectively with the CEO and CFO to keep them accurately informed of upcoming commitments and responsibilities, and to ensure appropriate follow-up actions are taken
- Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence on the CEO’s and CFO’s behalf, and other tasks that facilitate the CEO’s and CFO’s ability to effectively lead the organization
- Serves as the Executive Team’s administrative liaison to the Board of Directors; maintains discretion and confidentiality in relationships with all Board members
- Ensures the smooth and efficient operation of the Executive office in regards to supplies, and the proper functioning and maintenance of office equipment
- Holds the role of Office Manager
- Responsible for the Office appearance, upkeep and updates, security and cleaning company
QUALIFICATIONS/EDUCATION
- Bachelor’s degree preferred
- Minimum 3-5 years of experience supporting C-Level Executives preferred; experience in Public Relations a plus
- Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and managing content on an internal website
- Strong administrative and organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
- Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, Board members, residents and external partners
- Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced, results-driven environment
- Demonstrated proactive approaches to problem-solving with strong decision-making capability, and the ability to exercise good judgment in a variety of situations
- Highly resourceful team-player, with the ability to also be extremely effective independently
- Forward looking thinker, who actively seeks opportunities and proposes solutions
- Proven ability to work independently on projects, all the way from conception to completion
- Strong written and verbal communication skills, consistently demonstrates tact and diplomacy
- Professional appearance with a strong work ethic and mature demeanor; must be reliable in attendance and punctuality
- Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
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