Executive Administrator to Chief Executive Officer (Closed)

Our customer is seeking an Executive Assistant.

Responsibilities:

• Provide support to the Chief Executive Officer as needed/required
• Plan, coordinate and assist CEO on all matters related to his office
• Assist CEO on setting his schedule and managing his schedule throughout the day
• Research, gather information, and write correspondence, reports and other documents as requested
• Schedule and organize meetings, including invites, agenda and other materials
• Organize the ordering and set-up of facilities, food, etc. Prepare and distribute meeting minutes and/or follow-up on meeting outcomes/directives as needed
• Review and respond to communications to CEO via e-mail, telephone and mail. Decide what requires reviewing with and/or forwarding to CEO’s attention.
• Greet/screen telephone calls and visitors. Take detailed telephone messages as needed and communicate telephone messages in a timely manner.
• Prepare CEO for meetings, including researching, gathering data, organizing, and briefing
• Provide analytical and problem-solving solutions
• Take part in meetings and drive follow-through as required
• Take initiative on issues and matters related to the CEO and drive through to resolution
• Assist with management of CEO workload, act as gatekeeper and follow-up on action items
• Monitor tasks delegated by the CEO and ensure work is completed to deadlines
• Follow-up with others if work product received is not sufficient, not as requested, or has open items/open questions noted upon receipt; doesn’t wait for direction from CEO
• Provide timely, clear, concise, detailed, and undistorted communications to others on behalf of the CEO; insure proper receipt and understanding of information provided
• Facilitate keeping projects and meetings on schedule with CEO’s subordinates
• Provide CEO with project support
• Research and gather facts, materials, resources, people, and organizations on various projects
• Formulate, interpret and implement executive office policies and operating practices
• Request and coordinate IT support for the executive office; maintain office equipment for the executive office
• Complete all data entry, filing, copying, scanning, faxing, and other general office duties
• Make travel arrangements for domestic and international travel
• Perform other duties or changed duties as needed or directed

Qualifications:

• Bachelors in Business Administration or related field; 2 additional years of executive support experience may be considered in lieu of the degree
• 7+ years experience in progressively responsible position(s) supporting executives, including experience supporting a C-level manager
• Excellent organizational skills
• Ability to organize scheduling, files, paperwork; keeping track of many details in a frequently changing environment
• Strong office management skills
• Exceptional verbal and written communication skills
• Must have proven ability to effectively communicate, verbally and in writing, with a wide range of people, including ability to direct, persuade, and influence, facilitate meetings, and to collaborate with others
• Strong team member with excellent follow-through skills
• Demonstrates very strong flexibility, adaptability and a composed, unflappable demeanor in a fast-paced and demanding environment
• Ability to understand and analyze information, reports, and data; and communicate analysis succinctly and cogently
• Knowledgeable of and proficient with computerized data processing, including but not limited to Microsoft Office, databases, internet, web-based and job specific software applications
• Expert knowledge/skills with modern office practices and proper use of equipment, including telephone, facsimile, photocopier, scanners, printers, computers and technical equipment used in the execution of job duties; and must be able to effectively utilize this equipment with or without reasonable accommodation
• Ability to exercise discretion and independent judgment with respect to matters of significance and to independently perform job responsibilities
• Strong problem identification and resolution skills
• Ability to craft solutions and gain commitment
• Able to apply knowledge; manage time and details, prioritize, organize and meet deadlines
• Strong work ethic, performance/results driven, and demonstrates loyalty and commitment
• Ability to seek out new work methods and principles and to incorporate them into existing practices
• Ability to provide positive and effective telephone etiquette and customer service skills
• Ability to answer phone, receive, screen, give varied and appropriate information to callers, and to take and pass along detailed messages as needed
• Medical, Healthcare or Legal industry experience is preferred
• Candidates must have the ability to obtain a DoD ADP security clearance and a VA security clearance

About StormStaff: StormStaff is a professional services company that specializes in providing Administrative, Clerical and Financial professionals to various organizations on a temporary, temporary-to-hire and direct-hire basis.

For more information on StormStaff, please visit us on the Web at www.StormStaff.com.