Executive Assistant

Job Description:

The Executive Assistant to the CEO is responsible for providing comprehensive support to the CEO. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.

Provides executive support in a one-on-one working relationship. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the CEO. This also serves as a liaison to senior executive management and teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects. Must creative and enjoy working within a small, entrepreneurial environment that is mission-driven, results-driven and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

Job Responsibilities:

• Provide sophisticated calendar management for CEO. Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements
• Act as a liaison and provide support to all Executive staff. Arrange and handle all logistics for meetings and events: schedule meetings; draft agendas; develop, compile, and distribute presentation materials; and record meeting minutes
• Manages the CEOs calendar, responding to requests for time and rescheduling when necessary. Makes appointments, schedule domestic and international complex travel arrangements (business and personal), assembles packets of information and prepares materials including itineraries, contacts, etc.
• Complete a broad variety of administrative tasks that facilitate the CEOs ability to effectively lead the organization, including: assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists
• Coordinate complex travel schedules and itineraries for both business and personal travel
• Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO, including those of a highly confidential or critical nature. Prioritize and determine the appropriate course of action, referral, or response, exercising judgment to reflect CEOs style and organization policy
• Work closely with the CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Act as a "barometer," having a sense of the issues taking place in the environment and keeping the CEO updated. Anticipate CEOs needs in advance of meetings, conferences, etc.
• Provide "gatekeeper" and "gateway" roles, providing a bridge for smooth communication between the CEO and staff, demonstrating leadership to maintain credibility, trust, and support with the Executive Team.
• Work with the Executive Team to coordinate the CEOs outreach activities. Follow up on contacts made by the CEO to cultivate ongoing relationships
• Manage hardware, software, desktop support, internal telecommunications, and other strategic systems usage for the CEO offices use
• Other projects/duties as assigned for the overall benefit of the organization

SUCCESSFUL CANDIDATES WILL POSSESS THE FOLLOWING QUALIFICATIONS:

• 15+ years of prior and significant C-Suite experience as an executive assistant in a Financial Services environment
• Bachelor's Degree required
• Expert proficiency with Microsoft Office and desktop publishing software; ability to design and edit graphic presentations and materials
• Technical proficiency and problem-solving skills related to: IT infrastructure; IT support and troubleshooting; and cloud-based environments (web-based applications)
• Strong verbal and written communication skills
• Exceptional organizational skills and impeccable attention to detail
• High degree of professionalism in dealing with diverse groups of people, including Board members, senior executives, staff, community leaders, donors, and funded partners
• Make appropriate, informed decisions regarding priorities and available time
• Ability to complete a high volume of tasks and projects with little or no guidance
• Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround
• Able to maintain a high level of integrity and discretion in handling confidential information
• Excellent judgment is essential
• Ability to switch gears at a moment's notice
• Ability to be available after normal working hours as overtime hours will be required and expected

Work Environment:

• Thrive in an intense, do-it-yourself, start-up environment
• Ability to work well within a cross-functional team environment and diverse communities

Characteristics:

Anticipates Needs: Takes initiative and understands how to support the office. Solves problems and makes suggestions before concerns arise.

Adaptability: Able to adapt to any situation on the fly is critical. You need to be able to think quickly and efficiently no matter what comes up.

Poised & Professional: Able to remain calm/confident, tactful, and exhibiting good judgment while working under pressure and when interacting with high-level executives and type A personalities.

Organized/Time Management: able to think on their feet, organize a to-do list and prioritize tasks by the deadline. Able to keep track of multiple workstreams for different stakeholders and have a reliable memory and meticulous nature. Follow up and follow through with tasks and projects from beginning to completion.

Customer Service: Customer-focused approach. Interacts with all stakeholders in a kind, courteous, and helpful fashion to support all Hilco. Helpful and reliable in offering support to clients and ensuring they have a positive experience.