The Executive Admin to the CEO provides administrative support and strategic partnership to the Chief Executive Officer. This includes, but is not limited to: proactively anticipating needs while managing the day-to-day workflow and prioritizing various projects; email and calendar management; preparing materials for meetings; synthesizing meeting notes; and maintaining a partnership with the Executive Admin to the COO to ensure alignment and support of the COO/CEO partnership.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Acts as first point of contact for all inquiries of the CEO.
Maintains CEO email inbox, responding to inquiries timely and in the tone, spirit, and style of the CEO.
Maintains CEO schedule, including day-to-day management and long-term management of meetings, projects, and priorities.
Prepares materials, gathers pertinent information (research), and develops execution plans for meeting presentations and facilitations.
Coordinates CEO schedule and travel schedule/arrangements, ensuring CEO’s time is maximized effectively.
Facilitates, builds, and monitors relationships on behalf of CEO.
Drafts and edits correspondence, reports, marketing materials, articles, publications, and presentations on behalf of CEO.
Synthesizes meeting action items, outcomes, and provides comprehensive meeting notes.
Maintains constant partnership with the Executive Admin to the COO for continuity, alignment, and support of the COO/CEO partnership.
QUALIFICATIONS: To perform the job successfully, an individual should have the following education, experience, competencies and language skills:
Requires a high school diploma
Bachelor’s Degree in Business, Administration, or similar field required, or a combination of the equivalent in specific work related experience and commensurate work history.
CAP designation preferred; if not a CAP designee, required within 18 months of hire date
Three to five years of executive administrative support.
Requires intermediate to advanced knowledge of Microsoft Office Suite.
Requires advanced knowledge of Microsoft Outlook for calendar management.
Must be self-directed and able to work independently.
Must exhibit a professional image, customer empathy, and exceptional service attitude.
Listens and responds effectively to questions; resolves problems within the parameters of good accounting practices.
Requires strong attention to detail, good organizational skills with a high degree of accuracy along with ability to set and adjust priorities effectively.
Must exhibit initiative, able to use good judgment, problem solving skills and take appropriate action.
Ability to analyze and interpret information and apply to current situations.
Must be able to work effectively as an individual contributor and within a team to support positive outcomes.
Ability to maintain confidentiality.
Ability to be flexible and change priorities and direction as needed; adept at multitasking with ability to remain calm under stress, chaotic situations and tight deadlines
Requires strong written and verbal communication skills.
Must present a professional approach in all communications. Uses consideration and tact when providing denial information to candidates.
Ensures understanding by asking clarifying questions and restates understanding for confirmation.
About International Association of Administrative Professionals
International Association of Administrative Professionals (IAAP) is a non-profit professional association serving the administrative profession. IAAP is dedicated to helping office and administrative professionals advance their career in a demanding and ever-changing business environment. We are focused on preparing admins and stakeholders for what matters now and what’s ahead. We enhance the value that admins bring to the table and advocate for the profession as it evolves to encompass the role of business partner and leader. IAAP provides admins with the knowledge, skills, and insights that build toward job advancement, success, and recognition. We also provide a community of individuals who have shared goals, responsibilities, challenges, opportunities, and strengths.