Executive Assistant

JOB SUMMARY

Provides high-level administrative and strategic support both professionally and personally to CEO and acts as liaison between CEO, Clients and REM Teams. Manages CEO’s schedule, travel and prioritizing daily tasks is essential.  Both professional and personal matters must be managed with efficiency and poise, while maintaining a high level of confidentiality and discretion.

DUTIES AND RESPONSIBILITIES

• Manages travel, logistics and full schedule to ensure and maintain strategic use of CEO’s time.
• Manages Outlook calendar and contacts for CEO, including but not limited to:  entering meeting details, directions, and all travel arrangements.  Upon request, enters new contacts into the CEO’s Outlook contacts.
• Manages CEO’s preparation and briefings for daily/weekly meetings.
• Supports CEO’s external communications to help maintain client relationships. Manages creation of daily call and to do list and manages execution.
• Supports CEO’s internal communication. Serves as a liaison to all departments to help meet deadlines, schedule meetings with Event Teams and Senior Management.  Supports strategic decision-making.
• Assists in and follows up on implementation of client-based and personal decisions made by CEO.
• Ensures timely response to internal and external communications.
• Reviews CEO’s calendar ongoing and collaborates with Event Teams to ensure all events, locations and presentations are accurate.
• Supports maintenance of event documents that includes an updated Calendar of Events, weekly/daily schedule with meeting documents (Agenda, Event Program, Floor Plans, Staffing Schedule, and Budgets), directions to meetings, scheduling car service, transportation and accommodations.
• Supports CEO in preparation for Marketing and PR calls, meetings and appearances. Collaborates with Visual Brand Manager and Marketing & Business Development Associate to prepare for engagements.
• Process expense reimbursements and debit purchases and submit to company accounting department. 
• Manages all aspects of the CEO’s personal projects, special projects, appointments and tasks.  Personal responsibilities include, but are not limited to, hotel and restaurant reservations, car, dry cleaning, client help, family travel, friends, scheduling maintenance and cleaning, etc. for homes in Provincetown and Boston.
• Provides support for the CEO’s dog, including but not limited to scheduling vet visits, dog walker, grooming and transportation to/from boarders when CEO is traveling.Provides support on special projects as required. 

REQUIREMENTS

• Bachelor’s Degree with a minimum of 5 years experience supporting a senior level executive.

• Confidence, poise, tact and diplomacy to communicate with senior level clients.
• Strong organizational, communication and time management skills required.
• Ability to use logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
•  Ability to work under pressure deadlines and prioritize multiple projects.
• Self-motivated and results oriented.
• Proficiency working with Microsoft Office products (specifically Word, Excel, Outlook and PowerPoint), Dropbox and Google Docs.
• Proficiency working with Apple/Mac products, to include iPhone, iPad, Apple Watch, desktop and Mac books.
• Candidate must have a clear understanding of social media, to include Instagram, Facebook, Twitter, Snapchat and LinkedIn.
• Strong writing skills, candidate will regularly prepare briefs, interoffice memos, client correspondence and thank you letters.
• Strong attention to detail.
• Works independently and possesses high work motivation, commitment, follow through, initiative and achievement.
• Overtime, nights and weekends required.
• Ability to travel (approximately 30%).