Job Profile
This position reports directly to the company’s CEO and supervises an administrative assistant.
The individual in this role must understand business priorities, demonstrate the ability to proactively anticipate needs, and drive improvements to build capacity for the management team. A high level of integrity and discretion in handling confidential information as well as professionalism in dealing with individuals inside and outside of the company is critical. The successful candidate will possess the ability to complete complex tasks quickly with little to no guidance, react with appropriate urgency to situations that require a quick turnaround, and take effective action without having to know the whole picture. The ideal candidate must be able to work in a team environment and build effective working relationships inside and outside the organization.
Candidate Characteristics
- Exceptional attention to detail
- Experienced planner with the demonstrated ability to respond effectively and efficiently while maintaining flexibility, composure, and a good sense of humor
- Ability to prioritize and handle multiple assignments at any given time
- Highly motivated, organized individual able to work effectively with minimal supervision
- Strong analytical and research skills with a demonstrated ability to improve processes to maximize efficiency
- Strong communication and customer service skills
- Must have a high level of interpersonal skills to handle sensitive and confidential situations. Position requires poise, tact, and diplomacy.
- Must be able to interact and communicate with individuals at all levels of the organization
- Work requires continual attention to detail in composing, typing, and proofing materials, establishing priorities, and meeting deadlines.
- Must be able to work in a fast-paced environment with demonstrated ability to prioritize the work and juggle multiple competing tasks and demands.
- Must possess and demonstrate critical thinking skills as well as excellent organizational skills
- Ability to write reports and professional business correspondence as well as create effective and professional presentations
Job Responsibilities
- Provide direct administrative support to the CEO and Management Team
- Ensure proactive handling of the day-to-day activities which may include confidential information such as compensation data, employment actions, and project plans
- Manage calendars and schedule appointments
- Make travel and accommodation arrangements as needed
- Track and help drive completion of key deliverables and follow up on outstanding items
- Act as a liaison for direct reports
- Act as the point of contact among employees, customers, vendors, and other external partners
- Participate in and take minutes during meetings
- Communication
- Screen and direct phone calls and distribute correspondence
- Manage information flow in a timely and accurate manner
- Format information for internal and external communication
- Assist in preparation of various reports and presentations for internal meetings, client meetings, and any other meeting/activity
- Document writing, editing, and readiness
- Manage email for members of executive team
- Other
- Work closely with the Leadership Team, Managers, and Administrative Assistant to provide support to the organization
- Organize, execute, and assist with team activities (staff meeting agendas, all-hands meetings, off-site meetings, and team social events)
- Maintain accountability to performance standards and core values
- Work with HR when needed to address performance and discipline issues
- Special projects as assigned (IT support, staffing changes, etc.)
