Executive Assistant

Executive Assistant
About the Role:
We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to provide comprehensive support to a COO. This role requires exceptional communication skills, a strong ability to multitask, and a passion for anticipating needs and streamlining processes. The ideal candidate will be a true partner to the executive, enabling them to focus on high-level strategic initiatives. This role will also include some personal support tasks.
Responsibilities:
* Expense Management: Maintain a monthly spreadsheet of all outbound expenses, ensuring accuracy and completeness.
* Meeting Management: Record meeting minutes, synthesize notes (including the executive's own notes) into a concise weekly summary, and distribute to relevant parties.
* Note Taking & Formatting: Format written notes in real-time during meetings and other engagements, ensuring clarity and readability.
* Task Management: Maintain a running to-do list for the executive, prioritizing tasks and following up on deadlines.
* Meeting Preparation: Before each meeting, provide the executive with a recap of previous discussions with the attendee, including key takeaways and action items.
* Scheduling: Manage the executive's professional calendar, scheduling meetings, appointments, and travel arrangements.
* Travel Management: Book and manage all aspects of travel, including flights, accommodation, and transportation, ensuring cost-effectiveness and efficiency.
* Personal Support: Manage the executive’s personal calendar, record children’s schedules and activities, and track children's school assignments and progress.
* General Administrative Support: Handle a variety of administrative tasks, including email management, preparing correspondence, managing files, and other duties as assigned.
* Special Projects: Assist with special projects as needed, which may include research, data entry, and event planning.
Qualifications:
* Proven experience as an Executive Assistant, preferably supporting C-level executives.
* Exceptional organizational and time-management skills, with the ability to prioritize and multitask effectively in a fast-paced environment.
* Excellent communication skills, both written and verbal.
* Strong attention to detail and accuracy.
* Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
* Ability to anticipate needs and proactively solve problems.
* Discretion and confidentiality.
* A positive attitude and a team-player mentality.
* Experience managing personal support tasks is a plus.


Hours :
Monday through Friday - 8am-5pm EST