Executive Assistant

CBTS Technology Solutions

Full-time - Mid Level

Professional, Scientific, and Technical Services

About the position

The Executive Assistant provides high-level, confidential administrative support to the Chief Executive Officer, acting as a trusted liaison and ensuring smooth operations within the executive team. This role involves managing complex schedules, coordinating travel, facilitating communication across the organization, and contributing to the CEO's effectiveness and efficiency.

Responsibilities

• Manage the CEO's calendar, including scheduling appointments, internal and external meetings, and travel arrangements.
• Coordinate logistics for meetings, events, and conferences, ensuring all materials and equipment are prepared.
• Handle confidential and sensitive information with a high degree of professionalism and discretion.
• Act as a primary point of contact between the CEO and internal/external stakeholders.
• Screen, prioritize, and handle all incoming communications, including emails, phone calls, and correspondence.
• Draft, edit, and proofread communications and reports on behalf of the CEO.
• Assist in the coordination and tracking of key projects, following up on progress, deadlines, and deliverables.
• Prepare detailed research and analysis to support decision-making processes.
• Coordinate with department heads and teams to ensure alignment on critical initiatives and projects.
• Plan and book the CEO's travel arrangements, including flights, accommodations, and itinerary management.
• Prepare travel documents, agendas, and reports for trips.
• Organize and prepare materials for board meetings, executive team meetings, and other events.
• Take meeting minutes and ensure follow-up on action items.
• Manage document flow, maintain records, and organize archives of meetings and critical documents.
• Manage expense reporting, budget tracking, and other administrative tasks.
• Implement efficient processes and tools for enhancing the productivity of the executive office.
• Identify and resolve operational issues, keeping the CEO informed of any potential challenges.

Requirements

• Bachelor's Degree or equivalent education.
• 5+ years of experience as an Executive Assistant, with experience supporting C-level executives.
• Excellent verbal and written communication skills.
• Strong organizational and time management skills.
• Proficiency in Microsoft Office Suite, Google Workspace, and other relevant tools.
• Ability to manage multiple projects with precision and handle confidential information responsibly.
• Exceptional interpersonal skills, with a high degree of professionalism and cultural sensitivity.
• Flexibility to work occasional extended hours as needed.