Executive Assistant / Chief of Staff

Robert Half - Lehi, UT

Full-time - Entry Level

Lehi, UT

Administrative and Support Services

About the position

We are offering a contract to hire employment opportunity in the industry for an Executive Assistant / Chief of Staff. Based in Lehi, Utah, United States, this role will require you to work closely with the leadership team, facilitating effective communication and organization within the department. You will be responsible for managing schedules, coordinating events, and tracking organizational metrics. This position is pivotal in ensuring that the CTO and his staff can operate efficiently and effectively, allowing them to focus on strategic initiatives while you handle the operational details. You will be expected to maintain a high level of professionalism and confidentiality, as you will be privy to sensitive information and decision-making processes. Your role will also involve collaborating with various departments, including finance and HR, to ensure that the organization runs smoothly and that all team members are aligned with the company's goals and objectives.

Responsibilities

• Efficiently manage the CTO and his staff's calendars and schedules, ensuring optimal time management and prioritization.
• Oversee all aspects of meeting management, which includes setting agendas, note-taking, and tracking action items for accountability.
• Coordinate logistics, materials, and communications for all-hands meetings and events.
• Ensure alignment and effective collaboration across the organization by coordinating activities and communications.
• Plan and execute department events, meetings, and conferences, coordinating across departments for seamless execution.
• Manage travel logistics for the organization, which includes booking flights, accommodations, and transportation.
• Collect and track organization metrics, providing regular updates to the CTO and leadership team.
• Collaborate with the finance department to manage the department's budget, ensuring accurate tracking and adherence to budgetary constraints.
• Manage vendors, contracts, services, and supplies in coordination with our finance department.
• Collaborate with HR on training, culture, and employee development initiatives to foster a positive work environment.

Requirements

• Proficiency in ADP - Financial Services
• Familiarity with Cisco Webex Meetings
• Experience with Concur
• Knowledge in CRM
• Hands-on experience with Kronos Timekeeping System
• Ability to use About Time software
• Proven track record in Calendar Management
• Excellent Communication skills
• Experience in managing Conference Calls
• Proficient in handling Correspondence
• Bachelor's degree or equivalent work experience in a related field
• Ability to multitask and prioritize work as needed
• Excellent time management skills
• Strong problem-solving skills
• Ability to maintain confidentiality of sensitive information
• Strong interpersonal skills and ability to build relationships with stakeholders, including staff, board members, and external partners
• Proficient in Microsoft Office Suite or related software for producing reports and presentations.

Benefits

• Medical insurance
• Vision insurance
• Dental insurance
• Life insurance
• Disability insurance
• 401(k) plan