JOB DESCRIPTION
Position Title: Executive Assistant
Reports to: Chief Executive Officer and the Chief Operating Officer
Position Summary: Reporting directly to the Chief Executive Officer and the Chief Operating
Officer, the Executive Assistant will be experienced in handling a wide range of administrative
and executive support-related tasks, and should be able to work independently with little or no
supervision. The Executive Assistant will be a highly resourceful 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.
Responsibilities and Duties:
• Completes a broad variety of administrative tasks for the CEO and COO including;
managing an extremely active calendar of appointments; completing expense reports;
composing and preparing correspondence that is sometimes confidential; copying,
reviewing outside mail, scanning and filing documents, screening phone calls and
visitors, updating Outlook contacts, maintaining executive files, arranging detailed travel
plans, itineraries, and agendas; and compiling documents for travel-related meetings.
• Anticipating the executives’ needs and proactively bringing together appropriate people
and resources to support the executive in addressing these issues.
• Completes critical aspects of deliverables and special assignments by establishing
objectives; determining priorities; managing time; gaining cooperation of others;
monitoring progress; problem solving; making adjustments to plans.
• Enhances executives’ and company’s reputation by accepting ownership for
accomplishing new and different requests; exploring opportunities to add value to job
accomplishments.
• Represents the executives by welcoming visitors, arranging company dinners and other
corporate functions; answering questions and meeting requests directed to the executive
office.
• Assists in coordinating the agenda of senior management team meetings and off-sites,
and all staff meetings.
• Managing external contacts; proactively understanding who they are, who the primary
contacts are, and keeping track of periodic communication needed for primary contacts.
• Improves quality results by studying, evaluating, and re-designing processes;
implementing changes.
• Effectively handle Board of Directors related activities and communications with a high
degree of professionalism, accuracy and confidentiality.