Executive Assistant at MacTay Consulting

Responsibilities

• Provide sophisticated calendar management for CEO.
• Act as the point of contact among executives, employees, clients, and other external partners
• Complete a broad variety of administrative tasks that facilitate the CEO’s ability to effectively lead the organization
• Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO
• Work closely with the CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately
• Coordinate all Executive Team meetings and retreats and assist with staff meetings and events as needed.
• Provide “gatekeeper” and “gateway” role, providing a bridge for smooth communication between the CEO and staff
• Work to coordinate the CEO’s outreach activities.
• Manage all aspects of the organization’s office services.
• 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
• 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
• Performing minor accounting and bookkeeping duties
• Booking and arranging travel, transport, and accommodation
• Rack daily expenses and prepare weekly monthly or quarterly reports
• Act as an office manager by keeping up with office supply inventory
• Format information for internal and external communication – memos, emails, presentations, reports
• Take minutes during meetings
• Organize and maintain the office filing system
• Using various software, including word processing, spreadsheets, and presentation software to prepare reports and/or special projects
• Coordinating travel arrangements (both domestic and international) and creating trip itineraries.

Requirements

• Candidates should possess a Bachelor's Degree with a minimum of 2 years work experience.
• Work experience as an Executive Assistant, Personal Assistant or similar role
• Strong ability to execute work with a diversity, equity, and inclusion lens.
• Significant executive support experience, including supporting C-level executives.
• Expert proficiency with Microsoft Office and desktop publishing software; ability to design and edit graphic presentations and materials.
• Technical proficiency and problem-solving skills related to IT infrastructure; IT support and troubleshooting; and cloud-based environments (web-based applications).
• Strong verbal and written communication skills.
• Exceptional organizational skills and impeccable attention to detail.
• High degree of professionalism in dealing with diverse groups of people, including Board members, senior executives, staff, OEMs, partners, and customers.
• Make appropriate, informed decisions regarding priorities and available time.
• Ability to complete a high volume of tasks and projects with little or no guidance.
• Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
• Able to maintain a high level of integrity and discretion in handling confidential information.
• Excellent judgment is essential.
• Ability to switch gears at a moment’s notice
• Valid driver's license with a clean driving record
• Willingness and ability to travel overseas.