Job Requirements

Starting Salary: $100,000 yearly

Reporting directly to the Chief Operating Officer, the Executive Assistant will be experienced in handling a wide range of administrative and executive support-related tasks. The Executive Assistant will be a highly resourceful, polished and professional team player, who is comfortable working in a fast paced environment, sometimes under pressure, while remaining flexible, proactive, and efficient. The individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities.

What you will do as the Executive Assistant:

1. Edit, proofread and manage a wide range of professional documents and meeting materials - including correspondence, reports, presentations, agendas, and background documents - ensuring accuracy, clarity, and consistency. Oversee document workflows by proofreading content, copy, scanning and organizing supporting materials in advance of meetings (agendas, supporting documents, background materials), and compiling follow-up items such as notes, action steps, and decision summaries to support effective execution and communication.

2. Manage the Chief Operating Officer's calendar of meetings/events, which involves maintaining a dynamic, robust calendar of appointments, following up with confirmations, rescheduling as necessary, promptly handling requests for meetings, and ensuring calendar and cancellations are distributed timely to participants.

3. Represent the Chief Operating Officer by welcoming visitors, arranging dinners and other organization functions, answering questions and meeting requests.

4. Ensure Chief Operating Officer keeps his daily schedule, updating his schedule, reschedule, and update meetings and schedule accordingly.

5. Oversee, collect and coordinate review of mail and other hard copy correspondence

6. Work closely with Executive Accounts Manager, Events, Food & Beverage, IT and Event Technology departments to coordinate meeting and event logistics (arranging local transportation, on-site hotel accommodations for guests, ordering food and beverages, arranging and confirming room set-up and organizing printed meeting materials) to ensure successful onsite meetings and executive events.

7. Screen and prioritize incoming communications and ensure timely responses.

8. Plan and coordinate the Chief Operating Officer's travel arrangements.

9. Assist with payroll processing tasks, including entry and verification, for Chief Operating Officer's direct reports.

10. Assist with invoice review and processing to ensure that consultants, business partners and vendors are appropriately and timely paid.

11. Handle sensitive information with the utmost confidentiality and professionalism. Exercise discretion in all interactions and communications.

12. Provide exceptional service to guests, team members and business partners. Address inquiries and resolve issues promptly, maintaining a positive image.

13. Utilize various software and tools to enhance productivity, including office suites, project management tools, and communication platforms used throughout the organization.

14. Work closely with other team members and departments to facilitate communication and collaboration. Foster a positive work environment by supporting team members and contributing to team goals.

15. Identify issues and challenges proactively, offering solutions and alternatives.

16. Adjust to changing priorities and demands in a fast-paced environment. Demonstrate resilience and the ability to pivot when necessary to meet organizational needs. 17. Other additional and/or alternative duties as assigned from time to time.

Work Experience

Key attributes we're seeking in an Executive Assistant are:

1. Bachelor's degree or equivalent experience required with 5+ years of office administration experience supporting C-Level Executives.

2. Ability to maintain confidentiality and demonstrate discretion.

3. Highly comfortable working with Apple products.

4. Strong Microsoft Office suite skills including Microsoft Word, PowerPoint, and Excel.

5. Strong typing and listening skills, excellent grammar and spelling, and the ability to accurately transcribe audio into written documents.

6. Strong organizational skills.

7. Consistently demonstrates clear and concise written and verbal communication skills.

8. Demonstrated ability to quickly gain command of new systems.

9. Collaborative and service-oriented.

10. Outstanding attention to detail and commitment to follow through.

11. Ability to be flexible with working hours to include responding to communications on evenings and weekends. 12. Ability to establish priorities, work collaboratively, and meet objectives.

13. Ability to work independently with strong ability to multitask.

14. High energy, results-oriented individual with ability to function effectively.

15. Possess common sense, compassion, and a desire to learn.