POSITION: CEOExecutive Assistant
LOCATION: Houston, Texas
JOB TYPE: Full-Time
JOB DESCRIPTION: The Executive Assistant works in close collaboration with the CEO and reports directly to them. The Executive Assistant is the go-to person for all internal and external constituents about anything having to do with the CEO's Office. The executive assistant also manages special projects, organizes, and supervises executive outreach and external relations initiatives, and acts as a point of contact for the board of directors and senior management teams. The Executive Assistant must be flexible and love working in a tight-knit, ambitious atmosphere that is goal-driven, results-driven, and community-focused. The ideal candidate will possess strong writing and verbal communication, administrative, and organizational skills, and the capacity to keep composure under pressure.
Key Responsibilities:- Organizes complex and specific travel plans, itineraries, and agendas; creates documents for meetings involving travel; manages an incredibly busy calendar of appointments; completes expense reports; writes and prepares correspondence that is occasionally confidential; and completes other administrative tasks for the CEO.
- Organizes, plans, and makes sure the CEO's schedule is followed. Creates mutually beneficial opportunities 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 CEO's operational efforts.
- Become the primary point of contact for all internal and external stakeholders on all issues involving the CEO, even those that are very private or important. Establish priorities and choose the best course of action, recommendation, or response, using your judgment to take the CEO's style and organizational policy into account.
- Set priorities for questions and requests while resolving problems; make decisions and suggestions to enable smooth daily interactions.
- Researches, establishes goals and follows up on all issues and requests for information that are sent to the CEO, even those that are private or delicate. Decides on a suitable course of action, referral, or response.
- Provides the foundation for effective communication between the CEO's office and internal divisions; exemplifies leadership to keep senior management staff's credibility, trust, and support.
- Maintains keeping the CEO well-informed of impending obligations and responsibilities and follows up accordingly. This requires tight collaboration and effectiveness.
- Establishes relationships that are essential to the organization's performance and oversees a range of special projects for the CEO, some of which may have an influence on the organization.
- Completes crucial projects with a hands-on approach, including drafting acknowledgment letters, personal correspondence, and other duties that help the CEO operate the business efficiently.
- Coordinating internal resources with outside providers will ensure seamless project execution.
- Utilize risk management techniques to reduce project risks.
- Maintain communication with the client and any additional relevant parties.
- Establishing and ensuring the execution of efficient project communication plans.
- Maintain track of customer satisfaction during the project's transition.
- Prioritizes various requests; takes prompt, proactive action; and follows through on tasks until they are successfully completed, frequently under deadlines.
- Serves as the CEO's administrative liaison.
- Assists board members with making necessary arrangements for travel.
- Provide hospitality to all guests and help to create a welcoming environment.
- Ensures that the CEO's profile is maintained consistently and responds to inquiries about the CEO and the organization.
Qualifications:- Bachelor's degree or equivalent experience.
- 5-10 years of experience assisting C-level executives
- Expert proficiency with Microsoft Office and desktop publishing software; ability to design and edit graphic presentations and materials.
- A high level of professionalism is required while interacting with various groups of people, such as board members, senior executives, employees, community leaders, funders, and sponsored partners.
- Make appropriate, informed decisions regarding priorities and available time.
- Excellent organizational and time-management skills
- Strong communication skills, both written and verbal
- Ability to work independently and manage competing priorities with little or no guidance.
- Able to handle sensitive material with the utmost integrity and discretion.
