Classification Non-exempt
Reports to CEO
Summary/Objective The Executive Assistant will work closely with the CEO and assist with day-to-day management including scheduling, communication, task prioritization, and travel arrangements. The position will require a high level of attention to detail and organizational ability. The Executive Assistant will need to be able to think like the CEO and work with her to get her thoughts recorded and distributed to other team members.
Essential Functions Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
1. Schedule and inbox management for the CEO, including prioritization.
2. Draft, review and send communications on behalf of CEO.
3. Assistance with preparing and organizing meetings, including gathering documents, scheduling meetings, attending to logistics of meetings, taking notes during meetings, and sending follow-ups.
4. Documenting outlines and creating agendas for upcoming meetings.
5. Answer and respond to phone calls; respond to simple requests and summarize all other messages and incoming information.
6. Coordinate travel arrangements.
7. Maintain and organize various records and documents for CEO.
8. Run simple local errands, including post office, store pick up, etc.
9. Help creating systems; providing feedback on operations and suggestions on improvements.
10. Assist with basic editing needs for photo, video, and audio.
11. Reach to potential Booking opportunities for CEO
12. Conduct research for the CEO as requested.
13. Assist with Podcast and social media implementation.
14. Other responsibilities as assigned.
Competencies 1. Must be able to challenge the CEO with new ideas, perspectives, and alternate thoughts on situations.
2. Excellent written and verbal communication skills
3. Time-management skills
4. Ability to pay attention to detail
5. Organization skills
6. Ability to multitask
7. Basic understanding of frequently used computer software and programs, such as Microsoft Office
8. Interpersonal skills
9. Ambitious
10. Strong ability to learn new tasks quickly.
Supervisory Responsibility This position has no supervisory responsibility.
Work Environment This job operates in a clerical, office setting. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.
Physical Demands The physical demands described here are representative of those that must be met by an employee to perform the essential functions of this job successfully. While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms. This position requires the ability to lift office products occasionally and supplies, up to 20 pounds and to bend and stand as necessary.
Position Type/Expected Hours of Work This is a full-time position and hours of work and days are Monday through Friday, 8:00 a.m. to 5:00 p.m. Occasional evening and weekend work may be required as job duties demand.
Travel Up to 5% travel. Some local travel for errands and some out of the area travel and overnight may be expected.
Requirements Required Education and Experience 1. Must have a personal vehicle to complete local errands with as needed.
2. Minimum of 2 years of experience as an executive assistant.
Work Authorization/Security Clearance (if applicable) Employee must be authorized to work in the United States and must possess a valid driver's license.
Other Duties Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
