EXECUTIVE ADMINISTRATIVE ASSISTANT
Infinite Management Solutions, LLC
- Dayton, OH
- Permanent
- Full-time
- Completes a broad variety of administrative tasks for the CEO including; managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings
- Plans, coordinates and ensures the CEO's schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the CEO's time and office
- Communicates directly, and on behalf of the CEO, with staff (domestic and international)
- Serves as the primary point of contact along with screening and prioritizing communications
- Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature. Must be able to determine appropriate course of action, referral, or response
- Provides a bridge for smooth communication between the CEO's office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff
- Works closely and effectively with the CEO to keep her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the CEO updated
- Provides leadership to build relationships crucial to the success of the organization and manages a variety of special projects for the CEO, some of which may have organizational impact
- Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the CEO’s ability to effectively lead the company
- Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures
- Participates as an adjunct member of the Management Team including assisting in scheduling meetings and attending all meetings
- Assists in coordinating the agenda of senior management team meetings and off-sites, and all- staff meetings
- Supports key strategic priorities and initiatives by supporting and completing initiatives and projects that may include data driven research, industry trends, and peer group comparisons through gathering and analyzing a variety of data
- Designs dashboards and other visualizations that help distill complex information into simple, presentation format
- Facilitates cross-divisional coordination of travel and outreach plans
- Excellent verbal and written communication skills
- Exceptional time management with proven success prioritizing tasks and meeting tight deadlines
- Outstanding customer service and knack for building rapport and maintaining relationships
- Highly developed organizational and planning skills with strong attention to detail
- Extremely discrete and committed to always maintaining appropriate confidentiality
- Track record of success working independently and with cross-functional team
- Elevated proficiency in Microsoft Office Apps (i.e., Word, Excel, PowerPoint, SharePoint)
- Familiarity with project management tools (i.e., Asana) highly preferred
- Willingness to learn and apply new technology
- Minimum of 5 years full time experience in an Executive Assistant role for company CEO or C-suite executive
- Bachelor’s degree from an accredited college/university in business administration, marketing, or related field
- Meets U.S. citizenship and work eligibility requirements for federal contractors
- Must possess or be able to obtain a Department of Defense (DOD) Secret level clearance, if required
- Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities.
- Please view Equal Employment Opportunity Posters provided by OFCCP here