J.Hilburn
Executive Assistant to Chief Executive Officer
Scroll down to find the complete details of the job offer, including experience required and associated duties and tasks. Role Overview The Executive Assistant to the CEO provides administrative, operational, and strategic support to the CEO in support of achieving the Company’s outcomes through effective and efficient working relationships with the Owner’s representatives, their Senior Leadership Team (SLT) direct reports, Home Office staff, J. Hilburn field representatives, vendors, and other external parties as needed.
Core Accountabilities and Responsibilities
Executive Support
Scheduling and Coordination:
Manages the CEO’s calendar, including scheduling meetings, prioritizing requests, and resolving conflicts.
Screens and prioritizes emails, calls, and correspondence on behalf of the CEO.
Prepares briefings, agendas, and supporting documents ahead of meetings.
Creates work reminders to ensure the CEO’s time is managed daily, weekly, and monthly to achieve their work output targets.
Coordinates the communication and logistics arrangements for internal and external meetings.
Ensures the CEO is well-prepared and equipped for internal and external meetings.
Operational Efficiency
Anticipates the CEO’s needs and proactively solves problems before they arise.
Streamlines daily work processes to improve time management and communication flow.
Organizes documents (hard and soft copies as required) in an easily retrievable way.
Organizes and maintains up-to-date contacts in an easily retrievable and accessible way.
Manages company travel, logistics, expense reimbursements, memberships, subscriptions, and other such administrative arrangements for the CEO.
Assists with personal and/or family logistics as required.
Communication and Coordination
Acts as the first point of contact between the CEO and internal and external stakeholders.
Drafts, reviews, edits, and, when approved, circulates presentations, reports, minutes of meetings, and other such information as required.
Maintains necessary correspondence and records to support executive communication.
CEO Representation
Represents the CEO in meetings, responds to correspondence, reaches out to parties on behalf of the CEO, and performs other such representations as required.
Projects and Events
Company Projects:
Coordinates cross-departmental initiatives at the CEO’s direction and monitors progress aligned with CEO priorities.
CEO-led Events:
Supports the design of events, sources venues and suppliers when approved, manages communications and logistics, and participates as required.
Executive Relationships Management
Ownership Coordination:
Coordinates with Ownership EAs on joint projects, events, meetings, and initiatives; manages communications as assigned; participates as required.
VIP Relationships:
Builds and maintains strong relationships with key external and internal partners; serves as an ambassador for the CEO and the Company; handles VIP interactions with professionalism and discretion.
Required Education and Experience
Undergraduate degree, preferable in Business Administration or a related field.
5 years of proven experience as an Executive Assistant to the CEO or next level down.
Exceptional organizational, communication, and problem-solving skills.
Strong relationship-building skills.
Proven ability to handle confidential information with discretion.
Professional presence.
Seniority level Director
Employment type Full-time
Job function Finance
Industries Retail Apparel and Fashion
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Scroll down to find the complete details of the job offer, including experience required and associated duties and tasks. Role Overview The Executive Assistant to the CEO provides administrative, operational, and strategic support to the CEO in support of achieving the Company’s outcomes through effective and efficient working relationships with the Owner’s representatives, their Senior Leadership Team (SLT) direct reports, Home Office staff, J. Hilburn field representatives, vendors, and other external parties as needed.
Core Accountabilities and Responsibilities
Executive Support
Scheduling and Coordination:
Manages the CEO’s calendar, including scheduling meetings, prioritizing requests, and resolving conflicts.
Screens and prioritizes emails, calls, and correspondence on behalf of the CEO.
Prepares briefings, agendas, and supporting documents ahead of meetings.
Creates work reminders to ensure the CEO’s time is managed daily, weekly, and monthly to achieve their work output targets.
Coordinates the communication and logistics arrangements for internal and external meetings.
Ensures the CEO is well-prepared and equipped for internal and external meetings.
Operational Efficiency
Anticipates the CEO’s needs and proactively solves problems before they arise.
Streamlines daily work processes to improve time management and communication flow.
Organizes documents (hard and soft copies as required) in an easily retrievable way.
Organizes and maintains up-to-date contacts in an easily retrievable and accessible way.
Manages company travel, logistics, expense reimbursements, memberships, subscriptions, and other such administrative arrangements for the CEO.
Assists with personal and/or family logistics as required.
Communication and Coordination
Acts as the first point of contact between the CEO and internal and external stakeholders.
Drafts, reviews, edits, and, when approved, circulates presentations, reports, minutes of meetings, and other such information as required.
Maintains necessary correspondence and records to support executive communication.
CEO Representation
Represents the CEO in meetings, responds to correspondence, reaches out to parties on behalf of the CEO, and performs other such representations as required.
Projects and Events
Company Projects:
Coordinates cross-departmental initiatives at the CEO’s direction and monitors progress aligned with CEO priorities.
CEO-led Events:
Supports the design of events, sources venues and suppliers when approved, manages communications and logistics, and participates as required.
Executive Relationships Management
Ownership Coordination:
Coordinates with Ownership EAs on joint projects, events, meetings, and initiatives; manages communications as assigned; participates as required.
VIP Relationships:
Builds and maintains strong relationships with key external and internal partners; serves as an ambassador for the CEO and the Company; handles VIP interactions with professionalism and discretion.
Required Education and Experience
Undergraduate degree, preferable in Business Administration or a related field.
5 years of proven experience as an Executive Assistant to the CEO or next level down.
Exceptional organizational, communication, and problem-solving skills.
Strong relationship-building skills.
Proven ability to handle confidential information with discretion.
Professional presence.
Seniority level Director
Employment type Full-time
Job function Finance
Industries Retail Apparel and Fashion
#J-18808-Ljbffr