Executive Assistant to CEO at RES-Q Digital

JOB DESCRIPTION

• Writes error-free, eloquent emails and letters for various events and announcements.
•  Updates and maintains phone lists for CEO.
• Manages contacts using Outlook to conduct up-to-date database entry, tracks VIP relations and correspondence; facilitates relationships by familiarizing his/herself with various life events (such as birthdays, and other major milestones).
• Provides complex travel arrangements. Becomes familiar with the specific, detailed needs of the CEO and travel partners; creates consistent travel itinerary portfolios for reference and be available during travel times to quickly address any last minute changes or cancellations.
•  Accurately tracks expenses for CEO by managing credit cards and receipts. Processes and submits receipts accurately and on schedule.
• Maintains confidentiality and uses a high degree of discretion.
• Prepares for meetings including ordering lunch, booking conference rooms, setting up projector or video conferencing units.
• Uses Outlook, Word, Excel and PowerPoint to produce materials for internal and external meetings and conferences.
• Takes notes and distributes meeting minutes, agendas and meeting packages.
• Assists with recruitment efforts, new hire orientations, on-boarding and terminations.
• Sets-up staff meetings, maintains electronic staff calendars and organizes team events.
• Answers and directs calls and emails of the CEO of a general nature.
• Provides timely and proactive management of the organization’s office environment.
• Maintains physical and electronic office filing systems for CEO.

General

• Maintains punctual, regular and predictable attendance.
• Works collaboratively in a team environment with a spirit of cooperation and as a relationship builder.
• Displays excellent communication skills including presentation, persuasion, and negotiation skills required in working with guests, vendors, and coworkers and including the ability to communicate effectively and remain calm and courteous under pressure.
• Displays engaging interpersonal skills including the ability to think and act strategically, provide sound judgment, and provide a positive and energetic attitude.
• Provides systematic and dependable follow up, as well as a high level of organization and preparedness.
• Maintains workflow under pressure and in a fast-paced, high-profile work environment.
• Respectfully takes direction from CEO.
• Other duties as assigned.

Responsibilities

• Completes a broad variety of administrative tasks for the CEO including
• Managing an extremely active calendar of appointments
• Completing expense reports
• Composing and preparing correspondences that are sometimes confidential;
• Arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
• Provides  a  bridge  for  smooth  communication  between  the  CEO

Critical Qualifications/Competencies:

• Excellent time management skills and clear respect for deadlines.
• Strong judgement and decision making abilities.
• Ability to adapt to changing priorities and handle multiple demands by prioritizing effectively.
• Excellent aptitude for interpersonal relations combined with an ability to interact with senior management and other team members in a professional and effective manner.
• Very good knowledge of Microsoft software (Word, Excel, PowerPoint, Outlook, Adobe).