Executive Assistant

Miller & Company P.C - Kansas City, MO

Full-time - Mid Level

Kansas City, MO

Professional, Scientific, and Technical Services

About the position

The Executive Assistant to the CEO is a pivotal role responsible for ensuring the smooth operation of the CEO's office and providing comprehensive administrative and project management support. This position requires a proactive individual who can manage a diversified workload with independent judgment, planning, prioritizing, and organizing tasks effectively. The Executive Assistant will be instrumental in maintaining the efficiency and effectiveness of the organization by managing office supplies, equipment, and executive events. The ideal candidate will possess exceptional organizational skills, the ability to multitask, and a methodical, detail-oriented approach to problem-solving. They will be adept at managing schedules, handling confidential information, and ensuring that projects are completed on time and within scope. A background in HR, Accounting, or knowledge of law firm operations is preferred, as the role involves assisting the CEO with high-level initiatives within these departments. In addition to administrative duties, the Executive Assistant will be responsible for maintaining the CEO's calendar, managing email communications, planning travel itineraries, tracking expenses, and ensuring confidentiality and data security. The role also includes event coordination, information management, and serving as a gatekeeper for communications directed to the executive, allowing the CEO to focus on critical matters. The Executive Assistant will play a key role in fostering a welcoming office environment and ensuring that all logistical aspects of office operations run smoothly.

Responsibilities

• Maintain a list of strategic priorities and work closely with leadership to ensure progress against goals.
• Manage and organize the CEO's calendar, including meeting preparation and ensuring appointments run smoothly.
• Handle and prioritize incoming emails, drafting responses, and maintaining an organized email inbox for the CEO.
• Make travel arrangements and proactively optimize the CEO's travel itinerary to minimize downtime.
• Manage and track the CEO's expenses against a budget, providing regular financial reports.
• Assist the CEO with high-level HR and financial initiatives while maintaining confidentiality.
• Ensure the confidentiality and security of sensitive information by implementing appropriate protocols.
• Stay updated on relevant office software and technology tools to streamline processes.
• Manage logistics for internal and external events, such as conferences and board meetings.
• Organize and maintain documents, files, and information for easy access by the executive.
• Filter and prioritize communications and inquiries directed to the executive.
• Coordinate office events, host visitors, and ensure a welcoming office environment.

Requirements

• 2+ years' experience in an Executive Assistant to c-suite capacity preferred.
• 2+ years of professional management experience preferred.
• Bachelor's degree in Business, Administration, Management, Finance, Human Resources, or a related field preferred.
• Experience/background in Legal is preferred.
• Advanced Microsoft Office skills, with an ability to become familiar with specific programs or software.
• Ability to maintain strict confidentiality.
• Very strong attention to detail - accuracy is a must.
• Excellent problem-solving abilities and a proactive mindset.
• Strong communication skills: quality, brevity, clarity.
• Ability to effectively handle multiple tasks/projects simultaneously, and occasionally conflicting priorities.

Nice-to-haves

• Background in HR, Accounting, or law firm operations is preferred.
• Strengths as a connector, proactive, empathetic.
• Risk tolerance and ability to deal with ambiguity.
• Bias for execution and strong organizational skills.