Job Summary:

The Executive Assistant provides key administrative support to the Chief Executive Officer. They will serve as the first point of contact for administration matters and vital day-to-day project management for the executive team. Ultimately, he/she will contribute extensively to the efficiency and productivity of the business by providing personalized and timely support to the team as a whole. Above all, the EA will be a collaborative member of this highly creative team!

3 Critical Success Factors:

1. Support the team with daily administrative tasks. Including but not limited to, management of CEO’s professional calendars (with attention to his personal calendar), scheduling of conference calls and meetings, overseeing to-do lists for all major projects, maintaining organization of the project management online platform.
2. Assist CEO through daily business support. Responsibilities include – generating/ formatting/scheduling of regular internal communications, generating/formatting of external communications to clients, external creative support (graphic designer, video/content editors), as well as supporting CEO in email correspondence. Other potential responsibilities include facilitating authorizations and document signatures, keeping minutes for meetings, generating and tracking action items based on various external projects.
3. Assist with Social Media, Website and Newsletter. This includes coordinating with other social media managers on planning, posting and creation of assets for Instagram, Facebook, Twitter, LinkedIn, Youtube, Blog as well as WordPress website and Mailchimp newsletter. Respond to daily needs and updates to various media, as requested by CEO.
4. Top 5 Needed Competencies for the Position:

1. Comfort and Collaboration with the Team: Can work comfortably with CEO as a collaborator. Can contribute to “brainstorm” discussions with the team as a whole; understands how the members of the team think and work; can determine the best way to get things done with them by talking their language and responding to their needs; can craft approaches likely to be seen as appropriate and positive.
2. Functional/Technical Skills: Has the functional and technical knowledge and skills to do the job at a high level of accomplishment
3. Written Communication: Is able to write clearly and succinctly in a variety of communication settings and styles; can get messages across that have the desired effect.
4. Priority Setting: Spends his/her time and the time of others on what’s important; quickly zeros in on the critical few and puts the trivial many aside; can quickly sense what will help or hinder accomplishing a goal; eliminated roadblocks creates focus.
5. Organizing: Can marshal resources (people, funding, material, support) to get things done; can orchestrate multiple activities at once to accomplish a goal; uses resources effectively and efficiently arranges information and files in a useful manner.
6. Flexibility and Adaptability: Can respond to last minute requests and changes in schedules and projects. Can work with CEO to prioritize various projects at once.

Essential Duties & Responsibilities:

The Executive Assistant will be responsible for the following, but not limited to:

? Assisting the CEO and the executive team in the day-to-day administrative activities including the coordination and management of meetings and schedules, email management, and other general office duties

? Assisting the CEO and the executive team and with meeting management

? Responding to general inquiries and forwarding inquires to various departments as appropriate

? Assist in the formatting, preparation and proof-reading of documents for proposal submissions, internal and external reports, and other related documents

? Coordinating meetings, including scheduling Zooms, teleconferences, and preparation of materials

? Responsible for organizing key events, office supplies, business cards, and a range of items relating to office management duties

? Responsible for the update and maintenance of various distribution lists internally and externally

? Handle day-to-day administrative operations and specific tasks in a fast-paced office environment

? Assist in managing administrative budgets and advises on administrative spending

? Other duties as assigned

Key Attributes:

To perform the job successfully, an individual should demonstrate the following:

? Exceptional computer skills with the expert use of the entire Microsoft Office Suite (Word, PowerPoint, and Excel) and Google Drive ( Docs, Sheets and Slides)

? Proficient on all social media platforms (Instagram, Facebook, LinkedIn, Twitter, Youtube)

? Basic skills in Canva (or other comparable editing software/service), iMovie (or other simple video editing platform).

? Excellent communication and interpersonal skills, superior telephone manner, maintains a professional, composed manner when interacting with internal and external customers

? Self-directed and able to work without supervision

? A creative and collaborative work ethic

Minimum Qualifications & Requirements:

To perform the job successfully, an individual must have the following:

? Minimum 2-3 years’ work experience as an administrative assistant at the executive level

? Experience scheduling appointments and updating calendars

? High School degree

? Preferred Qualification: Bachelor’s degree