Executive Assistant

TEKsystems

6d•$28 - $38•Onsite

About The Position

Provide executive-level administrative and project management support as an executive professional, serving as right hand to the CEO. Manage CEO’s complex schedule with discretion and sound judgment ensuring time is devoted to high-impact priorities while remaining adaptable to shifting demands. Proactively anticipate changes throughout the day to keep the CEO focused on strategic objectives. Protect CEO’s time by aligning priorities that advance the long-term strategic vision. Ability to anticipate CEO’s daily needs; act accordingly and proactively to bring together the appropriate people and resources to support issues to be addressed. Manage, coordinate and execute various projects in and out of the office; responsible for executing high level administrative tasks including drafting letters, memos, board data analytics, reports, and other documents for CEO, executive leadership, and board members. Build internal and external relationships crucial to the success of the organization; manage a variety of special projects for the CEO, some of which may have organizational impact. • Serve as primary liaison to the org, Board of Trustees; partner with the clerk of the Committee on Trustees (CoT) to confirm clarity, accuracy, and compliance of all board documents. Draft new and edit existing board policies, procedures, and committee charges for CoT review and ultimate board approval. Prepare materials and coordinate leader presentations to cultivate an understanding of and alignment with the boards’ governance structure and strategic priorities. Manage the preparation and timely distribution of board meeting packets and governance materials. Prepare draft board meeting agendas; meet with CEO, CFO, and board clerks to review and approve all final documents. Transcribe all board and committee meeting minutes and ensure timely distribution and posting to board portal (BoardEffect). Draft CEO’s monthly board meeting reports. Plan, organize, and facilitate board and executive leadership retreats on- and off-site. Evaluate venues, negotiate contract terms, and manage associated logistics. Oversee vendor services such as catering, technology, and accommodations. Monitor assigned budget to maintain strict cost control, negotiate pricing, and optimize resources. Collaborate with leadership to align retreat goals with strategic priorities; develop and distribute agendas and related materials. Draft organizational policies as needed for alignment with strategic and regulatory objectives. Maintain control of organizational forms so proper format and branding consistency is followed across all departments. Create detailed documents and presentations, some of which are highly confidential, for executive and board use. Manage all files for board taking care to safeguard historical documents by ensuring appropriate archival methods are used as well as a means for rapid retrieval through organized and secure onsite systems. Research, resolve, and prioritize issues directed to or on behalf of the CEO using sound judgement and discretion. Refer to appropriate leadership member(s) as needed. Plan and manage CEO’s travel, meetings and events including agendas, briefing materials, and stakeholder engagement. Drive enhancements in workflow, communication, and administrative processes to support organizational efficiency.

Requirements

microsoft office
calendar management
Administration
Project management
Project coordination
Bachelor’s degree preferred; equivalent experience and certification from an accredited institution will be considered.
Minimum of 3-5+ years as an executive assistant supporting leadership in a C-suite environment; prior experience providing support to a governing board of directors/trustees is required.
Advanced skills in current industry-standard software and technology platforms to include utilization and upkeep of online board portal software and the ability to adapt quickly to new tools and systems.
Exceptional written and verbal communication skills.
Ability to work independently while fostering strong collaboration within a team environment.
Demonstrated ability to manage multiple priorities and expectations with precision and efficiency; ability to adapt to changing situations quickly and effectively while prioritizing tasks and meeting deadlines in a fast-paced setting.

Nice To Haves

Experience in accounting, finance, or economics is preferred.

Responsibilities

Manage CEO’s complex schedule with discretion and sound judgment ensuring time is devoted to high-impact priorities while remaining adaptable to shifting demands.
Proactively anticipate changes throughout the day to keep the CEO focused on strategic objectives.
Protect CEO’s time by aligning priorities that advance the long-term strategic vision.
Anticipate CEO’s daily needs; act accordingly and proactively to bring together the appropriate people and resources to support issues to be addressed.
Manage, coordinate and execute various projects in and out of the office
Responsible for executing high level administrative tasks including drafting letters, memos, board data analytics, reports, and other documents for CEO, executive leadership, and board members.
Build internal and external relationships crucial to the success of the organization
Manage a variety of special projects for the CEO, some of which may have organizational impact.
Serve as primary liaison to the org, Board of Trustees; partner with the clerk of the Committee on Trustees (CoT) to confirm clarity, accuracy, and compliance of all board documents.
Draft new and edit existing board policies, procedures, and committee charges for CoT review and ultimate board approval.
Prepare materials and coordinate leader presentations to cultivate an understanding of and alignment with the boards’ governance structure and strategic priorities.
Manage the preparation and timely distribution of board meeting packets and governance materials.
Prepare draft board meeting agendas; meet with CEO, CFO, and board clerks to review and approve all final documents.
Transcribe all board and committee meeting minutes and ensure timely distribution and posting to board portal (BoardEffect).
Draft CEO’s monthly board meeting reports.
Plan, organize, and facilitate board and executive leadership retreats on- and off-site.
Evaluate venues, negotiate contract terms, and manage associated logistics.
Oversee vendor services such as catering, technology, and accommodations.
Monitor assigned budget to maintain strict cost control, negotiate pricing, and optimize resources.
Collaborate with leadership to align retreat goals with strategic priorities; develop and distribute agendas and related materials.
Draft organizational policies as needed for alignment with strategic and regulatory objectives.
Maintain control of organizational forms so proper format and branding consistency is followed across all departments.
Create detailed documents and presentations, some of which are highly confidential, for executive and board use.
Manage all files for board taking care to safeguard historical documents by ensuring appropriate archival methods are used as well as a means for rapid retrieval through organized and secure onsite systems.
Research, resolve, and prioritize issues directed to or on behalf of the CEO using sound judgement and discretion.
Refer to appropriate leadership member(s) as needed.
Plan and manage CEO’s travel, meetings and events including agendas, briefing materials, and stakeholder engagement.
Drive enhancements in workflow, communication, and administrative processes to support organizational efficiency.