Ceo- Executive Administration Assistant

SUMMARY The Executive Assistant to the CEO is responsible for providing comprehensive support to the CEO, Board of Directors, and Executive Team and managing the organization's office operations, including working remotely. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality. ESSENTIAL DUTIES AND RESPONSIBILITIES include the following but not limited to other duties as assigned. Provide sophisticated calendar management for the CEO. Prioritize inquiries and requests while troubleshooting conflicts; make judgments and recommendations to ensure smooth day-to-day engagements. Act as a liaison and provide support to the Board of Directors. Arrange and handle all logistics for Board meetings and events: schedule meetings; draft agendas; develop, compile, and distribute presentation materials; and record meeting minutes on behalf of Board Secretary. Adhere to compliance with applicable rules and regulations set in bylaws regarding Board matters. Complete a broad variety of administrative tasks that facilitate the CEO's ability to effectively lead the organization, including: assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense and mileage reports. Serve as the primary point of contact for internal and external constituencies on all matters about the CEO , including those of a highly confidential or critical nature. Prioritize and determine the appropriate course of action, referral, or response, exercising judgment to reflect the CEO's style and organization policy. Work closely with the CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Act as a "barometer," having a sense of the issues taking place in the environment and keeping the CEO updated. Anticipate the CEO's needs in advance of meetings, conferences, etc. Maintain open communications with all company divisions, including meeting regularly with their operations and technology coordinator and providing information and documents as needed. Coordinate all Executive Team meetings and retreats and assist with staff meetings and events as needed. Provide "gatekeeper" and "gateway" roles, providing a bridge for smooth communication between the CEO and staff , demonstrating leadership to maintain credibility, trust, and support with the Executive Team. Complete projects by assigning work to appropriate staff, including the Executive Team, on behalf of the CEO. Work with the Executive Team to coordinate the CEO's outreach activities . Follow up on contacts made by the CEO to cultivate ongoing relationships. Manage all aspects of the organization's office services. Evaluate and assist in developing office policies and procedures for improved workflow and anticipate future needs as the organization grows. Assist in the selection of vendors and purchase equipment, services, and supplies necessary for the operation of the organization. Manage information systems operations including hardware, software, desktop support, internal telecommunications, and strategic systems development and planning . Provide leadership to all levels of the organization, to meet their current and future information needs. Replenish office materials such as snacks, printer supplies, paper, office supplies, etc. Provide event management support as requested. Provide hospitality to all guests and help to create a welcoming environment. Answer the main phone line and respond to inquiries. Process and distribute daily mail. Invest in building long-lasting relationships both externally and internally. Manage petty cash reimbursements and reconciliation. Other projects/duties as assigned for the overall benefit of the organization. EDUCATION, AND EXPERIENCE Bachelor's Degree in business administration, or a related field Five plus years prior experience in supporting C Lever executives or Teams. Excellent Computer Skills REQUIRED KNOWLEDGE, SKILLS AND ABILITIES To perform this job successfully must have the following : Exceptional written and verbal communication skills. Proficiency in Microsoft Office Suite and other relevant tools/software. An adaptable and flexible approach to thrive in a rapidly changing environment. A proactive and solution-oriented mindset, anticipating needs and taking initiative. High level of integrity and the ability to maintain confidentiality with sensitive information. Impeccable organizational and time management skills with the ability to multitask effectively under pressure. INTERPRETATIVE REQUIRED SKILLS Basic analytical skills with the ability to assist in basic data analysis and interpretation. Critical thinking and logical reasoning skills, including problem-solving, troubleshooting, and decision-making. Ability to deal with problems involving several concrete variables. Ability to collaborate with managers, creative teams, and directors. COMMUNICATION REQUIRED SKILLS Adequate interpersonal communication skills, and ability to effectively communicate at all levels. Ability to compile status and performance reports. Promptly inform relevant departments of changes to current production schedules. Displays contagious enthusiasm for objectives, tasks, and people. Positively affects the commitment of others. Able to deploy successful marketing campaigns from ideation to execution. Analyze and review timeframes and meet deadlines while successfully adhering to corporate budget plans to establish processes and timelines. Ability to read and comprehend complex instructions, correspondence, and memos. Ability to write problematic posts. Capacity to effectively present information in one-on-one and group situations. TIME AND PROJECT MANAGEMENT SKILLS Excellent organizational skills and attention to detail. Ability to work independently, with limited direct supervision, and effectively manage tasks and time. LANGUAGE SKILLS The ability to apply commonsense understanding to carry out instructions furnished in written, oral, or diagram Communication and Language skills. Effective communication skills, written & verbal. Read, analyze, and interpret common scientific and technical work-related terminology, reports, SOPs, and procedures. Ability to respond to common inquiries or complaints from customers. Bilingual (Spanish and English) Preferred but not required. MATHEMATICAL SKILLS Ability to understand mathematical concepts such as probability and statistical inference and fundamental fractions, percentages, ratios, and proportions in practical situations. REASONING ABILITY Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret technical instructions in mathematical or diagram form and deal with abstract and concrete variables CERTIFICATES, LICENSES, REGISTRATIONS Valid Driver's License. Participate in all training exercises needed to perform the job satisfactorily. SAFETY/PPE REQUIREMENTS Must complete training as specified by the Company. Safety glasses must be worn at all times in all manufacturing, production, and factory areas. Hearing and vision protection, or other PPE, may be required when performing certain job functions. The employee must utilize mechanical aids (or the assistance of a co-worker) to lift and/or move objects over 65 pounds. PHYSICAL DEMANDS An employee must meet the physical demands described here to perform the essential functions of this job successfully. While performing the duties of this job, the employee is regularly required to sit, use hands to handle or feel, reach with hands and arms, and talk or hear. The employee is occasionally required to stand, walk, climb or balance, and stoop, kneel, crouch, or crawl. The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. WORK ENVIRONMENT The work environment characteristics described here represent those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. While performing the duties of this job, the employee is occasionally exposed to moving mechanical parts. The noise level in the work environment is usually moderate. GENERAL Keep sensitive information confidential. Maintain regular attendance. Punctual and proactive in getting necessary work done. Assist other staff members, reflecting a team effort. Read, understand and comply with all provisions of the Employee Handbook. Read, understand, and comply with all provisions of the company IIPP (Injury and Illness Prevention Program) Promote a safe work environment by example and report immediately any unsafe work conditions. Other duties as assigned.