Executive Assistant to CEO
Our client in The Woodlands is actively seeking a highly skilled and detail-oriented Executive Assistant to provide comprehensive support to the CEO. This pivotal role involves executing a wide range of administrative tasks and responsibilities to ensure the CEO’s efficiency and effectiveness in leading the organization. Additionally, the Executive Assistant will play a key role in coordinating activities related to the Board of Directors, assisting with scheduling, travel logistics, and meeting planning. In this role, you will need to exemplify the ability to handle confidential matters with the utmost discretion and professionalism. Additional duties encompass:
- Provide meticulous administrative support to the CEO while maintaining the utmost confidentiality.
- Coordinate and facilitate executive communications, including the preparation, editing, and formatting of various correspondence and documents.
- Manage complex calendars, diligently schedule meetings, coordinate conference calls, and organize meeting rooms, as well as handle catering and external meal requests.
- Plan, coordinate, and book intricate travel arrangements, both domestic and international, ensuring all necessary details are meticulously managed.
- Act as a liaison, effectively coordinating and communicating with high-level corporate individuals, counterparties, and business contacts.
- Handle incoming phone calls, expertly directing them to the appropriate parties or taking accurate messages.
- Professionally greet visitors and determine their access permissions to specific individuals or areas.
- Carefully review and analyze incoming memos, submissions, and reports, determining their significance and strategically planning their distribution.
- Maintain and manage corporate documents, records, and reports, ensuring easy accessibility when required.
- Skillfully prepare and maintain expense reports, ensuring accuracy and adherence to company policies.
- Efficiently handle incoming correspondence, including faxes and emails, promptly distributing them to the appropriate recipients.
- Attend Senior Management Team meetings or other company meetings, providing minute-taking and facilitation support as needed.
- Provide leadership or coaching to administrative staff within the company, ensuring their professional growth and development.
- Demonstrate self-motivation, self-direction, and exceptional organizational skills to consistently deliver outstanding support.
- Tackle complex issues and problems independently, referring only the most intricate matters to higher-level staff for resolution.
Board of Directors Coordination:
- Establish effective communication channels with Board members, their assistants, or designated representatives, overseeing scheduling, calendar management, and travel arrangements related to Board meetings.
- Ensure timely and confidential communication between the Board, CEO, and other company executives on a wide range of topics.
- Collaborate with internal teams to ensure seamless execution of Board meetings, including IT equipment testing, meal arrangements, transportation reservations, and external meals.
- Occasionally assist in the review of Board slides and presentations, ensuring accuracy, clarity, and adherence to established guidelines.
- Support the timely submission and maintenance of Board materials within the designated board technology tool
To qualify for this role, you must have supported a CEO and Board of Directors of a public company for at least 4 years. You must be able to demonstrate strong technical skills and a high level of proficiency in Microsoft Office, MS Teams, Zoom, and other relevant software applications. Other qualifications include:
- Familiarity with Diligent Board Books, SAP, and Concur Expense Reporting is preferred.
- Display a strong grasp of public company Board operations and protocols.
- Possess exceptional interpersonal skills, enabling effective interaction with individuals at all levels of the organization, while positively representing the company’s culture and values.
- Exhibit outstanding multitasking and prioritization abilities, maintaining focus on critical tasks and successfully managing competing priorities.
- Thrive in a fast-paced, growth-oriented environment, demonstrating adaptability and resilience.
- Excel at navigating ambiguity and proactively identifying opportunities