Michaels
Executive Assistant
Support Center - IrvingMichaels is seeking an Executive Assistant to provide high-level administrative and strategic support to the CEO. Successful candidates will be highly organized, proactive, detail-oriented with exceptional problem-solving and decision-making skills. This is a high-visibility role for an individual who thrives in a fast-paced environment. It functions as the central hub of the CEO's office, ensuring maximum productivity, efficiency, and confidentiality and serves as a professional liaison for internal and external stakeholders.
Key Responsibilities
Strategic Time & Schedule Management
Calendar Management: Proactively manage a busy calendar, prioritize meetings based on business needs, trouble-shoot conflicts and filter requests to optimize the CEO's time. Meeting Preparation: Schedule meetings, assist in designing, preparing, gathering and distributing documents, reports, presentations, agendas, and pre-reads; ensure the CEO is prepared for all meetings and discussions. Time Allocation Optimization: Anticipate scheduling conflicts and shifts in priority, proactively adjust the schedule as needed to ensure the CEO's time is effectively dedicated to strategic priorities. Communication & Stakeholder Liaison
Gatekeeping and Filtering: Serve as the primary point of contact and effectively field, prioritize, and manage all internal and external communications (email, phone, etc.). Drafting Correspondence: Draft, proofread, and edit communications, including company-wide announcements, meeting materials, emails, etc.; ensure accuracy and alignment with the CEO's voice. Confidentiality: Handle all matters, documents, and discussions with extreme discretion, professionalism, confidentiality and integrity. Contacts: Maintain and update contact lists for important partners and industry leaders. Travel & Logistics Coordination
End-to-End Travel Planning: Manage all aspects of domestic and international travel, including complex itineraries, visa requirements, booking accommodations, meal planning, and preparing comprehensive travel packets. Expense Management: Prepare and submit detailed expense reports, manage invoices, and track budget adherence. Project Management & Operational Support
Initiative Tracking: Track progress on key corporate initiatives and deliverables, ensuring deadlines are met and timely updates are being provided. Administrative Excellence: Organize and maintain electronic and physical files, manage supplies for the executive office, and assist with occasional personal scheduling tasks. Event Coordination: Plan and execute small to large-scale events, including executive offsites, leadership retreats, and internal team celebrations and events. Other duties as assigned. Required Qualifications
Experience: 7-10 years of experience supporting a C-Level Executive (CEO, COO, or President) in a fast-paced corporate environment. Technical Mastery: Advanced proficiency with productivity software (e.g., Microsoft Office Suite, Google Workspace), and virtual meeting platforms (Zoom, Teams). Communication Skills: Exceptional written and verbal communication skills, able to convey complex information clearly and professionally to all levels of the organization. High Discretion: Demonstrated history of managing highly sensitive and confidential information with unwavering integrity and professionalism. Proactive & Resourceful: Must possess a strong sense of urgency to achieve objectives, the ability to anticipate needs, effectively trouble-shoot conflicts and challenges, and a proven track record of identifying problems and solving them independently and effectively. Judgment and Problem-Solving: Uses sound judgment and makes quality decisions independently, resolves issues calmly and efficiently, exhibits a positive "can do" attitude to identify alternatives to solve problems and improve results. Adaptability: Capacity to navigate ambiguity and adjust to new information, changing strategic direction and unexpected obstacles under pressure. Collaboration: Is a team player, willing to jump in and help others, is approachable, inclusive and respectful, gains trust and support across the organization. Organizational Skills: Can maintain order in a demanding and changing environment. Accountable: Takes personal responsibility for outcomes and actions.
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Strategic Time & Schedule Management
Calendar Management: Proactively manage a busy calendar, prioritize meetings based on business needs, trouble-shoot conflicts and filter requests to optimize the CEO's time. Meeting Preparation: Schedule meetings, assist in designing, preparing, gathering and distributing documents, reports, presentations, agendas, and pre-reads; ensure the CEO is prepared for all meetings and discussions. Time Allocation Optimization: Anticipate scheduling conflicts and shifts in priority, proactively adjust the schedule as needed to ensure the CEO's time is effectively dedicated to strategic priorities. Communication & Stakeholder Liaison
Gatekeeping and Filtering: Serve as the primary point of contact and effectively field, prioritize, and manage all internal and external communications (email, phone, etc.). Drafting Correspondence: Draft, proofread, and edit communications, including company-wide announcements, meeting materials, emails, etc.; ensure accuracy and alignment with the CEO's voice. Confidentiality: Handle all matters, documents, and discussions with extreme discretion, professionalism, confidentiality and integrity. Contacts: Maintain and update contact lists for important partners and industry leaders. Travel & Logistics Coordination
End-to-End Travel Planning: Manage all aspects of domestic and international travel, including complex itineraries, visa requirements, booking accommodations, meal planning, and preparing comprehensive travel packets. Expense Management: Prepare and submit detailed expense reports, manage invoices, and track budget adherence. Project Management & Operational Support
Initiative Tracking: Track progress on key corporate initiatives and deliverables, ensuring deadlines are met and timely updates are being provided. Administrative Excellence: Organize and maintain electronic and physical files, manage supplies for the executive office, and assist with occasional personal scheduling tasks. Event Coordination: Plan and execute small to large-scale events, including executive offsites, leadership retreats, and internal team celebrations and events. Other duties as assigned. Required Qualifications
Experience: 7-10 years of experience supporting a C-Level Executive (CEO, COO, or President) in a fast-paced corporate environment. Technical Mastery: Advanced proficiency with productivity software (e.g., Microsoft Office Suite, Google Workspace), and virtual meeting platforms (Zoom, Teams). Communication Skills: Exceptional written and verbal communication skills, able to convey complex information clearly and professionally to all levels of the organization. High Discretion: Demonstrated history of managing highly sensitive and confidential information with unwavering integrity and professionalism. Proactive & Resourceful: Must possess a strong sense of urgency to achieve objectives, the ability to anticipate needs, effectively trouble-shoot conflicts and challenges, and a proven track record of identifying problems and solving them independently and effectively. Judgment and Problem-Solving: Uses sound judgment and makes quality decisions independently, resolves issues calmly and efficiently, exhibits a positive "can do" attitude to identify alternatives to solve problems and improve results. Adaptability: Capacity to navigate ambiguity and adjust to new information, changing strategic direction and unexpected obstacles under pressure. Collaboration: Is a team player, willing to jump in and help others, is approachable, inclusive and respectful, gains trust and support across the organization. Organizational Skills: Can maintain order in a demanding and changing environment. Accountable: Takes personal responsibility for outcomes and actions.
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