Position Code: ALPGAR-EA (locals given priority, relocation compensation considered)
Schedule: Monday – Friday 9am – 6pm
Compensation: $100,000 – $120,000/year
Benefits: Medical, Dental, Vision, Short-Term Disability, Life Insurance, PTO, 6 paid holidays.
Overview
As the Executive Assistant (EA) to the Principal, you will serve as the “air traffic controller,” ensuring seamless coordination and communication. The ideal candidate will possess exceptional written and verbal communication skills, along with outstanding organizational abilities and meticulous attention to detail. Your responsibilities will include coordinating and attending meetings, taking comprehensive notes, managing the CEO’s calendar, and ensuring all follow-up communications and tasks are completed efficiently.
This role demands a proactive approach to anticipate the CEO’s needs and guarantee that every meeting has a clear purpose and outcome. You will be adept at filtering and prioritizing high-level emails, drafting responses on behalf of the CEO, and managing the CEO’s time effectively. Collaboration with various departments and external partners is essential, as you will be the gatekeeper and front-line representative of the CEO and the company. The ideal candidate will have a knack for cultivating luxury and intuitively knowing when elevated hospitality is required.
A detailed weekly schedule and preferences are documented in an internal Wiki page. You will work closely with the Personal and Family Assistant to keep this information up to date, ensuring the personal and business calendars are in sync and facilitating a seamless hand-off on days off.
Requirements
- 5 – 10 years industry experience
- Valid driver’s license with clean record
- Capable of passing extensive background check and BAI interview
- Strong communicator, both written and verbal
- High level of discretion, loyalty, integrity, and honesty
- Highly organized & excellent eye for detail.
- Luxury Hospitality awareness
- Multi-Task Management
- Professionalism and decorum
- Pro-active and intuitive
- Clear & Concise communication style
- Ability to read the room
Duties & Key Success Factors
- Calendar Management: Organizing and maintaining the executive’s calendar, scheduling appointments, and coordinating meetings to ensure efficient time management.
- Communication Management: Handling incoming and outgoing communications, including emails, phone calls, and messages, while prioritizing and responding as necessary.
- Travel Coordination: Arranging travel itineraries, including flights, accommodations, and transportation, while ensuring all travel plans align with the executive’s schedule.
- Meeting Preparation: Preparing agendas, taking minutes during meetings, and ensuring that all necessary materials and documents are ready for discussions.
- Document Management: Creating, editing, and organizing documents, reports, and presentations, ensuring accuracy and adherence to company standards.
- Project Support: Assisting with various projects by conducting research, compiling data, and providing administrative support to ensure timely completion.
- Confidentiality Maintenance: Handling sensitive information with discretion and ensuring confidentiality in all communications and documents.
- Relationship Management: Building and maintaining positive relationships with internal and external stakeholders, clients, and team members.
- Office Management: Overseeing office supplies, equipment, and facilities management to ensure a well-functioning work environment.
- Task Prioritization: Assessing and prioritizing tasks and projects based on urgency and importance, ensuring that the executive’s focus remains on high-priority activities.
- Problem-Solving: Identifying potential issues and proactively finding solutions to ensure smooth operations and minimize disruptions.
- Event Coordination: Organizing and coordinating events, meetings, and functions, including logistics, catering, and guest management.
Other Considerations
This position calls for an individual with prior experience in supporting an entrepreneurial CEO, particularly one who is relatively new to this level of Executive Assistant support.
The principal maintains a detailed and diligent schedule to manage his time and keep a balance between work, family and faith.
Physical Requirements
- Ability to lift 40 pounds
- Ability to use a ladder up to 6’
This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of this role. Duties, responsibilities, and activities may change, or new ones may be assigned at any time with or without notice.
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Job Features
| Job Category | Executive Assistant |
