Executive Assistant , CEO

About You

Energetic professional who doesn’t mind wearing multiple hats. Experienced in handling a wide range of executive and administrative support related tasks and able to work independently with little to no supervision. Must possess exceptional organizational capabilities, be flexible and enjoy the challenges of supporting a fast changing environment while juggling multiple/competing priorities.

The Executive Assistant will participate in organizing and coordinating office administration to ensure organizational effectiveness and efficiency. Responsible for developing intra-office communication protocols, streamlining administrative procedures and office management.

 

Primary Goals

  • Top priority will be support to Chief Executive Officer as Executive Assistant
  • Provide support as needed to other C-Suite Executives
  • Shared accountability for office coordination and management including facilities and vendors 

 

About The Job

  • Leading the planning for onsite meetings and offsite events and appointments for CEO
  • Organize and schedule meetings, appointments, travel arrangements
  • Responsible for travel coordination and approvals, including working with travel agencies
  • Prepare expense reports for CEO, CFO and other C-Suite as needed
  • Ensure Concur expense reporting accuracy with no gaps between expenses and budgeting
  • Coordinate with IT department on support to CEO
  • Manage relationships with vendors, service providers and building management company
  • Manage contract and price negotiations with office vendors, service providers and office lease
  • Develop standards and promoting activities that enhance operational efficiency
  • Coordinate and communicate office administration procedures to ensure organization
  • Ensure supply requisitions are reviewed and approved
  • Perform review and analysis of special projects and keep leadership properly informed
  • Participate actively in the planning and execution of other onsite/offsite company sponsored events
  • Interface with building management company on suite maintenance, visitors, housekeeping
  • Interface with accounting on purchase orders as needed
  • Coordination for provisioning of office supplies, equipment and deliveries
  • Responsibility for the office reception & provide general support to visitors

 

Qualifications/Requirements

  • Exceptional time management skills and ability to multi-task and prioritize work
  • Proven office management, executive and office management practices
  • Superior organizational and project management skills
  • Keen on attention to detail and problem-solving oriented
  • Superb written and verbal communication skills ; must possess executive presence
  • Proficient in Microsoft Office, Outlook, Word, Excel, Powerpoint, Adobe
  • College Degree preferred but not required
  • Bilingual – Spanish/English preferred

 

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