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Executive Assistant to CEO and COO

Executive Assistant Job Description:
§ Communicate with others on behalf of the CEO and be the first line of defense for the CEO.
§ Compose professional level written and typed correspondence with business and industry related content in a swift and timely manner.
§ Prepare, update, and distribute Executive Management Reports, Agendas, and various tracking tools.
§ Timely transcribe dictated or written correspondence, memos, reports, and confidential information, etc., as directed by the CEO.
§ Performs clerical and administrative tasks including drafting letters, memos, invoices, reports, and other documents for senior staff.
§ Schedule and attend meetings on behalf of executives, taking notes and recording minutes.
§ Receive incoming communication or memos on behalf of senior staff, reviews contents, determines importance, and summarizes and/or distributes contents to appropriate staff.
§ Assist in the identification for locations and arrange details for annual Executive Retreats.
§ Update CEO and direct report task lists.
§ Responsible for CEO and Senior Executive schedules
§ Proactively manage fluctuating calendars due to competing priorities and arrange detailed travel coordination for the CEO.
§ Handle donations, including ad text/design.
§ Prepare check requests for fees, reimbursements, etc.
§ Maintain Outlook, Excel, and grant database.
§ Prepares PowerPoint presentations to key community partnerships and sponsors.
§ Maintains confidential Human Resources files
§ Manages onboarding of interns and permanent staff including Offers of Employment, company benefits, and Outlook and Teams credentials.
§ Performs office tasks including maintaining records, ordering supplies, and performing basic bookkeeping.
§ Learn and use updated or new software.
§ Check accuracy of invoices and approve for payment, when applicable.
§ Prepare presentation/marketing materials, flyers and displays.
§ Keep track of work to be done and obtain concordance on changing priorities.
§ Performs additional duties as assigned by executives.
§ Other duties, as assigned.

Executive Assistant Requirements/Skills:

§ Bachelor’s Degree in Business Administration or related field, required. Five years of Executive Assistant experience in an ever-changing professional business environment
§ Excellent verbal and written communication skills.
§ Excellent organizational skills and diligence.
§ Excellent time management skills with a proven ability to meet deadlines.
§ Ability to function well in a high-paced and at times stressful environment.
§ Extensive knowledge of office administration, clerical procedures, and recordkeeping systems.
§ Able to type minimum of 60 wpm.
§ Extremely proficient with Microsoft Office Suite or similar software with the ability to learn new or updated software.
§ Proficient in Microsoft Word, Excel, Outlook, PowerPoint, Internet.
§ Experience drafting executive-level correspondence.
§ Excellent written and verbal communication skills