Job Description

Position Overview

The Executive Assistant plays a key role in ensuring the CEO's office runs smoothly. This role involves managing a busy and constantly changing calendar, handling phone calls, scheduling meetings, processing client paperwork, ordering office supplies, and supporting event planning.

This position requires strong communication skills, time management, and the ability to handle confidential information with good judgment. The ideal candidate is professional, energetic, and self-motivated, ready to thrive in a fast-paced environment.

Key Responsibilities

• Manage the CEO’s calendar, including meetings, calls, and events.
• Answer calls, greet clients, and manage the reception area.
• Screen communications and prioritize workflow for the CEO.
• Assist with processing client paperwork and handling transaction details.
• Research, prioritize, and follow up on important issues, often of a confidential nature.
• Manage communication between the CEO and internal/external contacts.
• Maintain compliance files and resolve client or paperwork issues.
• Build and manage key external relationships on behalf of the CEO.
• Provide administrative support, including writing and editing letters, reports, and presentations.
• Handle client care tasks like sending cards, making calls, and managing schedules.
• Manage incoming mail and coordinate non-profit and board meeting schedules.
• Organize office supplies and maintain office/kitchen order.
• Collect financial data for bookkeeping.
• Assist with special projects and other duties as needed.

Education & Experience Requirements

• Bachelor’s degree required.
• 8+ years executive administrative experience

Skills & Abilities

• Strong professionalism and the ability to handle confidential information.
• Knowledge of general office procedures.
• Proficiency in MS Office (Word, Excel, Outlook) and CRM systems.
• Ability to multitask, prioritize, and manage time effectively.
• Excellent problem-solving and research skills.
• Strong written and verbal communication skills.
• Ability to anticipate the CEO’s needs and respond proactively.
• Comfortable working under pressure with high expectations.
• Strong interpersonal skills for interacting with clients and team members.

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