Executive Assistant to The CEO

• Maintain a strict level of confidentiality, building and fostering trust with the CEO and other senior leaders in the organization
• Strategically organize CEO’s calendar and be the gatekeeper for her time via internal and external requests
• Arrange and schedule meetings, proactively triaging scheduling constraints and coming up with creative solutions for how to solve them
• Maintain an active presence at the desk and be attentive for any instances where the CEO may run over the scheduled duration of a call, proactively notifying clients and stakeholders of any resulting delays or rescheduling needs
• Must have a sense of urgency and respond promptly to meeting requests
• Prepare meeting attendee bios and flag any needed information in advance of meetings the CEO has scheduled, to ensure she is prepared
• Coordinate travel, ensuring travel itineraries are clear, organized, and thought through.
• Promptly submit CEO expense receipts to Controller and Office Manager
• Assist the SVPs of PR and Digital with expense reports as needed
• Develop a comprehensive understanding of the client roster, including contacts (clients and their Executive Assistants), routine 1:1 schedules, and time zones
• Update and maintain important address and contact lists, including clients and friendlies.
• Successfully complete critical aspects of deliverables with a hands-on approach, including drafting emails, personal correspondence, and other tasks that facilitate the CEO's ability to effectively lead the company
• Prioritize conflicting needs; handle matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures
• Be available when needed to come into the office on Mondays and Fridays in the event of client meetings, events, and special deliveries to the office for the CEO
• Sit at the reception desk on days when the CEO and Office Manager are not present, providing assistance with reception and front desk responsibilities

• Help with personal errands, delivery, or communication needs as requested by the CEO
• Responsible for daily tea and lunch runs when in the office
• Coordinate glam (hair, make-up) as needed for CEO for special events
• Provide logistical support and transportation assistance for any items/errands between the CEO's residences
• Be available during off-hour times, to communicate CEO arrivals to meetings/meals, if required
• Proactively monitor travel arrangements (even on weekends) to be able to reschedule or revise, if needed
• Coordinate vacation with CEO vacation, to ensure that there is coverage for scheduling, etc.
• Be responsive to emails/texts/phone calls, with contact outside normal business hours

• Interface directly with clients, prospective clients, or candidates on items related to scheduling, reservations, meeting coordination, events, dietary restrictions or travel
• Responsible for ensuring an exceptional in-office experience for guests in the absence of the Office ManagerArrange and coordinate both personal and agency gifts inclusive of:

• Special occasions gifting
• Client and media gifting, as required by the CEO
• Organize the New Year’s agency gift, from selection to address updating
• Support reception desk as needed – receiving and announcing visitors and answering and screening incoming calls; accepting any packages or deliveries addressed to the CEO

• Bachelor’s degree preferred
• Minimum 5-7 years of experience working in an office as an executive assistant
• Experience coordinating and hosting hospitality events, and adept in providing exceptional service to clients and VIP guests
• Outstanding written and verbal communication skills, with impeccable attention to detail and an emphasis on tact and diplomacy
• Extremely trustworthy and patient
• Ability to maintain confidentiality of highly sensitive information
• Hands-on mentality and strong work ethic; ability to thrive in a fast-paced environment
• Ability to address and resolve any issues with a sense of ownership and urgency
• Very strong interpersonal skills and the ability to build relationships with key stakeholders
• Business sense - has a strong business sense and can decipher priorities and make sound judgment calls when needed.
• Resourcefulness – ability to utilize resources/information on hand to find creative solutions to tasks.
• Commitment to excellence - perform duties at the highest level possible on a consistent basis.
• Excellent communicator - able to interact with people of all levels in a confident, professional manner.
• Demonstrate ability and temperament to work with sensitive information.
• Team player - have team-oriented experience and approach.
• Service focus - dedicated to meeting the expectations of the CEO and other senior executives by maintaining effective relationships with interested parties.
• Ability to think outside of the box with a sense of urgency.
• Working knowledge of Microsoft Suite, Zoom, and Slack

• Competitive salary based on experience
• Performance-based bonus
• Generous contribution to healthcare, dental and vision plans
• 401K with company match and profit-sharing opportunities
• Flexible PTO, summer Fridays, and generous company holiday schedule
• Commuter benefits + FSA
• Cell phone reimbursement
• Annual wellness reimbursement (includes Pet wellness and Doula services)
• Family planning & life event reimbursement
• Parental leave and reproductive loss leave
• Learning and development opportunities
• Donation matching & volunteer days

EvolveMKD