Senior Executive Assistant to the CEO

About the position

The Senior Executive Assistant is a key partner to the Chief Executive Officer (CEO), executing day-to-day activities and projects independently and efficiently to ensure the CEO achieves both her and the company’s objectives. The ideal candidate will have a proven track record of success in a fast-paced corporate environment, with relevant experience specifically supporting a CEO or other C-Suite executive. The Senior Executive Assistant will be a member of the CEO’s Office, and this position will report to the Chief of Staff.

Responsibilities

• Independently prioritize (or deprioritize) meetings to align with CEO’s goals and objectives
• Effectively schedule meetings accounting for the CEO’s requirements for personal time and knowledge of global time zones
• Confirm all meetings in advance, ensure meeting purpose is specified, and pre-read materials are submitted
• Communicate daily activities, changes and issues in a timely fashion
• Keep all parties informed of ad hoc adjustments to meeting times as required
• Maintain productive relationships with internal administrative, facilities and IT staff to facilitate effective meeting planning and scheduling
• Organize agendas, meeting rooms, supplies, written materials, AV needs, and/or meals as required
• Manage occasional personal appointments with discretion and confidentiality
• Make domestic and international travel arrangements in line with company travel, entertainment and safety policies
• Ensure plans align with the CEO’s strategic goals and business needs and are designed to maximize her productivity
• Prepare detailed travel itineraries including dress requirements, meals and sufficient time for wellbeing
• Ensure administrative team at all trip locations understands CEO’s scheduling and travel requirements
• Proactively anticipate unplanned issues and be prepared to quickly implement solutions
• Efficiently provide the CEO’s Office second Executive Assistant with all documentation needed to prepare expense reports in accordance with company policies
• Develop and maintain a database of contact and follow up information from external meetings
• Maintain and update CEO’s location tracker in Excel; recommend business and personal travel agenda to ensure days in and out of New York City are accurately tracked
• Maintain accurate records and income tax supporting documentation of business and personal executive travel
• Manage a high volume of emails, calls, and messages, screening communications to prioritize urgent matters
• Regularly review CEO’s inbox and partner with technology team to implement methods to reduce the volume of un-needed inbound emails
• Draft responses to emails and other written correspondence that align with the CEO's style and tone
• Partner with Communications team to set up and send CEO communications and meetings, such as global town halls, leadership meetings, etc.
• Ensure CEO’s office runs smoothly, and all activities reflect CEO’s vision; serve as direct manager to CEO Office second Executive Assistant
• Serve as a 'leader-among-equals' with the Senior Executive Assistants, providing guidance, mentorship and support that fosters camaraderie, cohesion and engagement
• Partner with IT department to ensure CEO’s laptop and devices are always in good working order, and up to date in line with company policies
• Partner with Executive Assistant and facilities team to ensure C-suite office space is appropriately designed, stocked, and working well
• Ensure deadlines are met, questions are answered, and requests are addressed proactively and promptly
• Make flight and hotel arrangements for outside directors, and ensure CEO Office second Executive Assistant makes all ground transportation arrangements required by directors, in line with company travel & entertainment policies
• Prepare expense reports to ensure directors are reimbursed for their allowable expenses (i.e. training and local transportation)
• Ensure arrangement of high-quality food/beverage service and meals for all in person board meetings
• Partner with General Counsel’s team on travel and associated arrangements for annual Board strategy meeting
• Track expenditures for Board travel and meals to support budget development and reviews; ensure expenditures remain within allowable budget

Requirements

• Possess at least 8+ years of Executive Assistant or similar experience, including 2-3 years supporting a C-suite executive; equivalent combination of education and experience will be considered
• Be available and responsive nights and weekends as necessary
• Be able to be in office up to 5 days per week as needed and in line with CEO’s schedule
• Operate independently, extrapolating and intuiting CEO’s preferences and needs based on previous experience
• Demonstrate confidence interacting with high-level executives and external stakeholders
• Have exceptional interpersonal skills, written and verbal communication skills, judgment, professionalism and poise, attention to detail and organizational skills, and time management skills
• Demonstrate the highest level of confidentiality and discretion
• Maintain composure and effectiveness in a fast-paced environment, and be comfortable and capable multi-tasking
• Be a collaborative team player with great initiative and a positive, can-do attitude
• Use superior follow-through and customer service skills
• Be proficient in using Microsoft Outlook, Word, Teams, Excel, and PowerPoint as well as Zoom, in both the PC and Mac environments, and be a quick learner of new technologies

Benefits

• 401k
• health_insurance
• dental_insurance
• vision_insurance
• life_insurance
• disability_insurance
• paid_holidays
• paid_volunteer_time
• tuition_reimbursement
• employee_discount_programs
• professional_development