Executive Assistant to Leadership

Cross Key Management - Doylestown, PA

Full-time - Executive

Doylestown, PA

Real Estate

About the position

The Executive Assistant will provide high-level administrative support to the Leadership team. Reporting directly to the leadership team, the Executive Assistant provides executive support in a one-on-one working relationship. This role is crucial as it serves as a liaison to the team leaders, organizes and coordinates executive outreach and external relations efforts, and oversees special projects. The Executive Assistant must be creative and enjoy working within an entrepreneurial environment. The ideal individual will have the ability to exercise good judgment in a diversity of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The primary objective of this role is to provide and lead support to both internal and external parties with a high level of professionalism and in a manner that reflects positively on the organization. The Executive Assistant will manage sensitive matters with a high level of confidentiality and discretion, especially decisions directly impacting the global operations of the company. Responsibilities include preparing Word, Excel, and PowerPoint presentations, agendas, reports, and other documents in support of organizational objectives. Additionally, the Executive Assistant will arrange travel and accommodations for executives, handle AMEX expense reports, and screen incoming telephone calls, ensuring accurate message delivery and responding to requests by gathering and providing information. The role requires excellent communication and time management skills, with a proven ability to meet deadlines. The Executive Assistant must function well in a high-paced environment and perform additional duties as assigned by executives. Drafting and preparing correspondence for internal announcements, board meetings, and organizations that the executive is involved with is also a key responsibility. The Executive Assistant will be expected to be responsive to emails, texts, and phone calls, even outside normal business hours, and to welcome the Executive's guests by greeting them, either in person or on the phone, while answering or directing inquiries. Discretion, confidentiality, and good judgment are essential for handling C-Level matters, and the Executive Assistant must represent the company and the Executive positively through great follow-through skills and sound judgment.

Responsibilities

• Manage sensitive matters with a high level of confidentiality and discretion, especially decisions directly impacting the global operations of the company.
• Prepare Word, Excel, PowerPoint presentations, agendas, reports, special projects, and other documents in support of objectives for the organization.
• Arrange travel and accommodations for executives.
• Handle AMEX expense report.
• Screen incoming telephone calls; take and deliver accurate messages; respond to requests by gathering and providing information and referring non-routine calls to the appropriate staff.
• Draft and prepare correspondence for internal announcements, board meetings, and organizations that the executive is involved with.
• Be responsive to emails/texts/phone calls, with contact outside normal business hours.
• Welcome the Executive's guests by greeting them, in person or on the phone; answering or directing inquiries.
• Conserve the Executive's time by reading, researching, collecting, and analyzing information as needed, in advance.
• Organize complex calendars and schedules; resolving any scheduling issues.

Requirements

• Bachelor's degree required.
• 3+ years of related experience required in working in an executive assistant role supporting C-Level executives.
• Advanced Proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint).
• Ability to communicate effectively and professionally.
• Flexible hours as dictated by the needs of business for projects and meetings.

Nice-to-haves

• Business sense - has a strong business sense and can decipher priorities and make sound judgment calls when needed.
• Commitment to excellence - perform duties at the highest level possible on a consistent basis.
• Excellent communicator - able to interact with people of all levels in a confident, professional manner.
• Demonstrate ability and temperament to work with sensitive information.
• Team player - have team-oriented experience and approach.
• Service focus - dedicated to meeting the expectations of the CEO, COO, Leadership and other senior executives by maintaining effective relationships with interested parties.
• Ability to think outside of the box with a sense of urgency.