Executive Assistant

Overview: The Executive Assistant / Office & Facilities Manager will perform a wide range of high-level administrative and operations activities to ensure a productive work environment and efficient office operations.

This role will provide proactive support to the C-suite and board of directors by providing travel, calendar, and meeting management.

This person will support other functional teams as needed through office management responsibilities.

The individual in this role provides high-level administrative support to senior executives, manages their calendars and travel schedules with close attention to detail, acts as a close partner with decision-making authority and often anticipates their needs, manages complex projects, events, and schedules, handles sensitive information, coordinates meetings and team activities such as calendar management and travel planning, interacts with external stakeholders, and generally ensures the smooth operation of their daily activities,

The individual in this role will also be serving as Front Office/Reception support, greeting guests,  maintaining operational supplies, and providing general administrative support.

The EA will play a key role in planning team events and ensuring an open and productive work environment.

This role will also require management of the facilities to ensure a safe work environment.

Responsibilities: 


* Serve as the initial, highly professional interface with key external contacts such as customers, investors, and vendors by demonstrating effective written and verbal communication with external as well as all internal contacts including management, board members, staff, and contractors


* Developing & maintaining strong working and business relationships with management, striving to provide excellent customer service


* Perform intermediate to advanced desktop publishing including word processing, spreadsheets, and presentations


* Draft, review, and/ or edit written material to ensure accuracy, neatness, correct punctuation, formatting, and grammar; recommend changes to improve readability and clarity


* Proactively managing the senior executive's calendars by scheduling meetings, appointments, and calls, including managing conflicts and prioritizing requests, including agenda preparation, materials distribution, travel bookings, and food and entertainment bookings for internal and external visitors or staff


* Gain an understanding of senior executives’ typical schedule and travel needs and preferences and support executives with a demonstrated proactive understanding of and attention to those details


* Transcribe information of a technical, confidential, and/or sensitive nature; may be required to take meeting minutes from time to time


* Make travel arrangements, including booking domestic and international travel, including flights, accommodations, transportation, and coordinating itineraries


* responsible for accurate and tim...