The Executive Assistant will be responsible for the coordination of activities (operations and planning) and ensuring timely flow of information to and from the CEO’s office.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Manages external contacts for the CEO, including identifying priority contacts. Manages periodic communication with priority contacts.
Anticipates the CEO’s needs and proactively brings together appropriate people and resources to support the executive in addressing issues.
Coordinates and assists with executive meetings, including preparation of the agenda in advance.
Oversees the CEO's travel arrangements and any other logistical needs for meetings. Assists with and provides research and background information and develops content for presentations.
Manages the daily schedule of the CEO, ensuring schedules are known 24 hours in advance and keeping appointments and meetings on time or changing schedules when necessary
Develops and maintains a system that alerts to upcoming deadlines on incoming requests or events.
Processes and composes correspondence and reports for the CEO’s reply.
Manages the CEO’s travel arrangements and proactively coordinates the pre-planning of trips with various internal functions, including arranging appropriate travel visas, agendas and necessary contacts, country information, marketing materials, and other necessary preparations.
Understands organizational policies and procedures necessary to ensure appropriate decision-making protocols are followed.
Handles confidential information in a professional and discreet manner.
Ensures that various administrative tasks are done in an effective and efficient manner, including copying, reviewing outside mail, drafting correspondence, screening phone calls when requested, and maintaining the CEO's files as needed.
Perform other duties as assigned.
EDUCATION AND EXPERIENCE REQUIREMENTS
Education – Bachelor’s degree required
Experience - Demonstrated ability to handle confidential information appropriately. Highly proficient in the following software programs: (Word, /Excel/PowerPoint, databases).
Excellent written and verbal communication skills.
Ability to stay focused, efficient, and effective in managing multiple priorities.
Professional demeanor and ability to defuse emotional situations in a calm manner. Strong interpersonal skills and good judgment.
Proven ability to work independently to achieve accomplishments.
Ability to communicate effectively with all levels of employees and outside contacts.
Or, any equivalent combination of education, experience, and training that provides the required knowledge, skills, and abilities.
KNOWLEDGE, SKILLS, AND ABILITIES REQUIREMENTS
Work requires ability to read, write, and communicate effectively in English.
Organizational, interpersonal and communication skills necessary to provide administrative support.
Ability to handle details of a highly confidential and critical nature.
Ability to operate a personal computer; knowledge of the databases and spreadsheet programs utilized by Contact Solutions.
Ability to independently manage multiple tasks and projects with competing priorities and deadlines.
Ability to screen and prioritize communications and opportunities from external and internal sources.
The ability to plan, initiate and organize in accordance with Company policies.
Must be able to act independently in face-to-face situations using judgment, tact and discretion.
Ability to carry out assigned projects to their completion; ability to establish and maintain effective working relationships with co-workers, customers, prospective customers and vendors; ability to maintain confidential and sensitive information; ability to understand and follow instructions.
Ability to listen and ascertain the needs of employees; ability to find and communicate accurate information concerning process, policies and procedures to employees; ability to respond to employees tactfully, courteously and in a timely manner.
Reasonable or limited use of personal vehicle may be required from time to time to run office errands or attend training.
Contact Solutions offers a competitive salary and benefits package, including employer-paid medical, dental, life and disability benefits, generous 401(k) match, stock options, and telecommuting. Contact Solutions is an Equal Employment Opportunity and Affirmative Action Employer.