Executive Administrative Assistant, CEO

Ricoh•Exton, PA

1d•Onsite

About The Position

The Executive Assistant to the CEO serves as a trusted strategic partner responsible for providing high-level administrative, operational, and organizational support to the Chief Executive Officer. This role manages executive priorities, facilitates effective communication, coordinates critical business activities, and ensures the efficient operation of the CEO's office. The Executive Assistant acts as an extension of the CEO, demonstrating exceptional judgment, discretion, professionalism, and business acumen while interacting with internal and external stakeholders, including senior executives, board members, clients, investors, and business partners.

Requirements

Requires a high school diploma or equivalent
Requires minimum of 7+ years’ experience supporting Senior Level Executives
Requires minimum of 10+ years of experience in the field or in a related area
Proven ability to thrive in a fast-paced, highly confidential environment
Advanced knowledge of MS Office skills including Word, PowerPoint and Excel are required.
Excellent oral and written communication skills and command of the English language.
Ability to maintain confidential information.
Must exhibit executive professionalism/business maturity, solid work ethic, excellent judgment and organizational skills with the ability to deal with sensitive matters and to maintain confidentiality.
Enhanced attention to detail and meeting deadlines
Analytical ability required gathering and summarizing data for reports, finding solutions to various administrative problems, and prioritizing work in a fast-paced environment
Ability to handle sensitive interpersonal situations.
Ability to develop and maintain effective working relationships with others at the Senior Executive level.
High level of flexibility, reliability and dependability
Possesses interpersonal skills necessary to deal courteously and effectively with a diverse group of professionals from Ricoh operating companies, acquisition prospects, Ricoh staff and others.
Possesses outstanding organizational and time management skills with the ability to anticipate CEO’s needs.

Nice To Haves

Associate’s degree or equivalent preferred
Requires some overnight travel
May require work outside of normal business hours

Responsibilities

Manage the CEO's complex calendar, ensuring alignment with organizational priorities and strategic objectives.
Coordinate domestic and international travel arrangements, including itineraries, accommodations, and logistics, manages executive expenses and other invoices.
Prioritize appointments, meetings, and commitments to maximize executive effectiveness.
Prepare briefing materials, agendas, presentations, and reports for meetings and events.
Monitor and manage incoming communications, correspondence, and requests on behalf of the CEO.
Support the CEO in executing strategic initiatives and business priorities.
Track action items, deliverables, and key decisions arising from executive meetings.
Assist in preparing executive communications and presentations for leadership meetings, town halls, and external engagements.
Conduct research and compile information to support decision-making.
Serve as a liaison between the CEO and executive leadership team.
Handle sensitive matters with confidentiality and professionalism.
Plan and coordinate executive leadership meetings, board meetings, strategic planning sessions, and offsite events; takes minutes during board meetings and distributes to relevant parties.
Manage logistics for executive presentations, conferences, and company-wide events.
Ensure meeting objectives, materials, and follow-up activities are effectively coordinated.
Capture and distribute meeting notes, decisions, and action plans as needed.
Handle highly sensitive business, financial, personnel, and organizational information with discretion.
Exercise sound judgment in prioritizing issues and escalating matters appropriately.
Anticipate the CEO's needs and proactively address challenges before they arise.
Maintain the highest standards of professionalism, integrity, and confidentiality.
Support other executives with calendar maintenance, meeting scheduling, travel arrangements and expense reimbursement processes.