Executive Assistant to Chief Executive Officer (Lewisville) Job at J.Hilburn in

Executive Assistant to Chief Executive Officer

Provide administrative, operational, and strategic support to the CEO to achieve company outcomes through effective and efficient working relationships with the Owners representatives, Senior Leadership Team, Home Office Staff, field representatives, vendors, and other external parties as needed.

Core Accountabilities and Responsibilities

Executive Support

• Manages the CEOs 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 CEOs time is managed daily, weekly, and monthly to achieve their work output targets.
• Coordinates communication and logistics arrangements for internal and external meetings.
• Ensures the CEO is wellprepared and equipped for internal and external meetings.

Operational Efficiency

• Anticipates the CEOs needs and proactively solves problems before they arise.
• Streamlines daily work processes to improve time management and communication flow.
• Organises documents (hard and soft copies) in an easily retrievable way.
• Maintains uptodate contacts in an easily retrievable and accessible way.
• Manages company travel, logistics, expense reimbursements, memberships, subscriptions, and other administrative arrangements for the CEO.
• Assists with personal and/or family logistics as required.

Communication and Coordination

Communications Coordination

• Acts as the first point of contact between the CEO and internal and external stakeholders.
• Drafts, reviews, edits, and circulates presentations, reports, minutes of meetings, and other information as required.

CEO Representation

• Represents the CEO in meetings, responds to correspondence, reaches out to parties on behalf of the CEO, and performs other representations as required.

Projects and Events

Company Projects

• Coordinates crossdepartmental initiatives at the CEOs direction.
• Monitors and reports on projects directly linked to the CEOs deliverables to flag issues and ensure progress is on time and in line with priorities.
• Assists with research, datagathering, and analyses to inform CEO and Senior Leadership Team decisionmaking where required.

CEOled Events

• Supports the design of the event, sources appropriate venues and suppliers when approved.
• Manages the communication and logistical arrangements.
• Participates and provides support at events as required.

Executive Relationships Management

Ownership Coordination

• Coordinates with Ownership Executive Assistants on joint projects, events, meetings, and other initiatives.
• Manages communication arrangements as assigned.
• Participates and provides support at events, meetings, and other initiatives as required.

VIP Relationships

• Builds and maintains strong relationships with key external and internal partners and leaders.
• Serves as an Ambassador for the CEO and the Company, promoting the Companys direction, Client Value Proposition, and core values.
• 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 problemsolving skills.
• Strong relationshipbuilding skills.
• Proven ability to handle confidential information with discretion.
• Professional presence.

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