CEO Executive Assistant

Job 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, this dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.

Main Responsibilities & Duties:-

• Provide sophisticated calendar management for CEO; Prioritize inquiries and requests while troubleshooting conflicts; make judgements 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 pertaining to the CEO, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect 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 for the issues taking place in the environment and keeping the CEO updated. Anticipate CEO’s needs in advance of meetings, conferences, etc.
• Maintain open communications with ECH team, including meeting regularly with their operations and technology coordinator and providing information and documents as needed.
•  Coordinate all Executive Team meetings, retreats and assist with staff meetings and events if needed.
• Provide "gatekeeper" and "gateway" role, 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.
• Replenish office materials such as snacks, printer supplies, paper, office supplies, for CEO Office etc.
• Provide event management support as requested.
• Provide hospitality to all guests and help to create a welcoming environment.
• Answer 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 related to CEO office
• Other projects/duties as assigned for the overall benefit of the organization