Executive Assistant to Chief Executive Officer Job at Quality One Wireless in Or

Executive Assistant to Chief Executive Officer

Position Overview

The Executive Assistant is responsible for providing high-level administrative support to the CEO. The Executive Assistant provides executive support in a one-on-one working relationship. The Executive Assistant also serves as a liaison to senior management teams; organizes and coordinates executive outreach and external relations efforts and oversees special projects.

Job Duties and Responsibilities

• Completes a broad variety of administrative tasks for the CEO including managing an extremely active calendar of appointments including personal appointments; completing expense reports; composing and preparing confidential correspondence; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings
• Plans, coordinates, and ensures the CEO's schedule is followed and respected
• Provides a gatekeeper/gateway role, creating win-win situations for direct access to the CEO's time and office
• Communicates directly, and on behalf of the CEO, with Board members, staff, and others on matters related to the CEO
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CEO, including sensitive or confidential matters, and determines appropriate course of action
• Provides a bridge for smooth communication between the CEO’s office and internal departments, demonstrating leadership to maintain credibility, trust, and support with senior management staff
• Works closely with the CEO to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately
• Manages special projects for the CEO, some with organizational impact
• drafts acknowledgement letters, personal correspondence, and other tasks to facilitate the CEO's ability to lead
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows through on projects to completion, often under deadlines
• Maintains confidentiality and discretion on sensitive matters
• Drafts and prepares correspondence for internal announcements, board meetings, and organizations the executive is involved with
• Responds to emails/texts/phone calls, including after hours when needed
• Represents the company and the CEO in a positive light through follow-through skills and sound judgment
• Conserves the CEO's time by researching and analyzing information in advance
• Completes ad hoc projects as assigned
• Other job-related duties as assigned by the CEO
• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and knowledge of calendar software

Job Specific Requirements and Qualifications

• Must be able to read, write, and speak English fluently
• Strong organizational skills with the ability to prioritize multiple tasks and maintain attention to detail
• Excellent verbal and written communication that can interact with people at all levels
• Creativity and ability to work in an entrepreneurial environment
• Good judgment in a diverse set of situations
• Ability to balance multiple priorities in a fast-paced environment
• Strong business sense and ability to make sound judgment calls
• Excellent time management skills with proven ability to meet deadlines
• Commitment to excellence and consistent high performance
• Ability to handle sensitive information with discretion
• Service-oriented and focused on meeting the CEO's expectations
• Ability to think creatively with a sense of urgency
• Schedule flexibility; some after-hours or weekend work may be required; ability to adapt and respond quickly
• Spanish or French language skills are a plus but not required

Certification and License Requirements

• None Required

Special Requirements and Working Conditions

• Must be able to sit/stand for long periods
• Must be able to use computer equipment for long periods
• Must be able to travel occasionally
• Must be able to lift/push/pull 20 pounds comfortably

Work Experience

5+ years of related experience required in an executive assistant role supporting C-Level executives.

Education

Bachelor’s degree preferred, but not required

Training Requirements

On the job training provided