Job Description

Job Summary

Providing executive-level administrative support to the President & CEO of the company. Managing confidential materials and inquiries, coordination of complex schedules, arranging travel, and orchestrating high-level meetings. Requiring exceptional organizational skills, discretion, and the ability to prioritize tasks effectively. This role entails independent work with minimal supervision, often involving decision-making and problem-solving at the senior level.

Duties and Responsibilities

Management of CEO's:


Outlook, corporate calendars. Booking/rescheduling and maintenance of meetings/calls/conferences etc. Contacts folder. YPO Forum meetings and yearly support via membership needs. Travel and accommodation need. Expenses/Corporate and Personal.




Executive Support:


Facilitate communications between CEO and other Senior Leadership. External customer communication on behalf of CEO. Gather Executive Signatures where necessary Additional Executive member support as needed. Approval and review of all Invoices on behalf of CEO/communicating w/Accounting. Liaison between CEO and all company divisions and department personnel. Proofreaders for any contracts/agreements/proposals deemed necessary by CEO. Opening/Closing any accounts for the company on behalf of CEO. Conducting research and creating reports on various topics based on the needs of the executive. Part of the Marketing Committee and in charge of transcribing marketing meetings. Creation and collection of a running list of ideas and happenings in the company for Presidents Memo to the company.


Scheduling:


w/Finance on all recurring divisional financial meetings. Internal communication meetings w/Communications Manager to ensure current events are updated in CEO's corporate calendar. Couriers/incoming and outgoing - ensuring all completed in a timely fashion.


Miscellaneous:


Executes Special Projects as required. Manage complex office administrative work requiring the use of independent judgment and initiative. Maintaining a high degree of discretion and confidentiality. Support office personnel as needed. Pick up and delivery of packages and arranging couriers. Supporting all office needs: (Staples, RGO, Source Furniture, Amazon). Fundraiser planner/Advocate on behalf of CEO. DT Building/Parking Liaison. Doodle Pool Administration. DocuSign Administrator.


Personal Assistance:


Special Projects. Setting up and maintaining all memberships and clubs. Scheduling training and business coaches.

Required Abilities, Knowledge, Experience

Work experience in a similar role. Excellent MS Office Knowledge (Outlook, word, Excel, and Power Point). Outstanding organizational and time management skills. Software and application skills for scheduling, recording data etc. Strategic Planning Skills. Excellent verbal and written communication skills. Discretion and confidentiality. * Education and Training - Ongoing.