Executive Assistant to Chief Executive Officer at Fernhill Digital Consulting

About the Role 

• As the Executive Assistant to the CEO at Fernhill Digital, you will play a crucial role in supporting the CEO in managing and executing strategic initiatives across the organization.
• You will liaise between the CEO and other stakeholders, ensuring smooth communication and coordination.
• Your responsibilities will include handling day-to-day business operational tasks, project management, strategic planning, supporting operational management, and executive event/meeting coordination.

Key Responsibilities
Executive Support:

• Managing the CEO’s calendar, scheduling meetings, and coordinating appointments.
• Handling correspondence, including emails, phone calls, and other communications on behalf of the CEO.
• Preparing and editing reports, presentations, and other documents for the CEO.
• Organizing travel arrangements, including booking flights, accommodation, and transportation.
• Planning and coordinating internal and external executive meetings, including preparing agendas, taking minutes, and following up on action items.
• Supporting the organization of company events, conferences, and other corporate functions.
• Liaising with external partners, vendors, and stakeholders for event management.

Project Management and Communication:

• Managing special projects assigned by the CEO, ensuring timely and successful completion.
• Acting as a point of contact between the CEO and internal/external stakeholders.
• Supporting cross-functional teams and resources to achieve project goals.
• Providing regular updates and reports to the CEO on project status and outcomes.
• Provide sophisticated calendar management for the CEO.
• Prioritize inquiries and requests while troubleshooting conflicts; make judgments 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 the 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 the appropriate course of action, referral, or response, exercising judgment to reflect the 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 of the issues in the environment and keeping the CEO updated.
• Anticipate the CEO's needs in advance of meetings, conferences, etc.
• Maintain open communications with the Fernhill Digital team, including meeting regularly with their operations and technology coordinator and providing information and documents as needed.
• Coordinate all Executive Team meetings and retreats and assist with staff meetings and events as needed.
• Provide "gatekeeper" and "gateway" roles, 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.
• Manage all aspects of the organization’s office services.
• Evaluate and assist in developing office policies and procedures for improved workflow and anticipate future needs as the organization grows.
• Assist in the selection of vendors and purchase equipment, services, and supplies necessary for the operation of the organization.
• Manage information systems operations including hardware, software, desktop support, internal telecommunications, and strategic systems development and planning.
• Provide leadership to all levels of the organization, including the Fernhill Digital team, to meet their current and future information needs.
• Supervise IT consultants.
• Prepare budget recommendations.
• Other projects/duties as assigned for the overall benefit of the organization.

Key result areas
Leader Support:

• Initiate daily touch base meetings whether in person or virtually to confirm the day’s priorities, clarify assignments, and resolve open issues.
• Ensure the CEO is organized, on time, and well-prepared for whatever lies ahead.
• Help increase the CEO’s productivity by 20% by taking on assignments and projects.

Meeting Preparation and Implementation:

• Research and filter information or pre-reads for the CEO.
• Flawless execution of pre-meeting, meeting proper, and post-meeting stages.
• Post meeting: holds a debrief with the CEO to capture action items, follow-up items, and calendar dates.

Appointment Coordination

• When scheduling appointments, allow adequate time between appointments.
• Gather necessary information related to appointment (contact information, venue, and other relevant information.)
• Look at the calendar from a holistic perspective for better planning.

Office Communication:

• Writes clear, concise correspondence.
• Proofreads all material for errors, omissions, and consistency.
• Adept at tactfully delivering difficult messages.

Teamwork and Collaboration:

• Networks across the organization.
• Applies emotional intelligence by facilitating situations for a positive outcome.

What you need to be successful on the job

• Strong organizational and multitasking skills, with the ability to prioritize tasks effectively.
• Excellent communication and interpersonal skills, with the ability to interact with senior executives and stakeholders.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
• High level of discretion and confidentiality in handling sensitive information.
• Strong analytical and problem-solving skills, with attention to detail.
• Ability to work independently and as part of a team, demonstrating initiative and flexibility.