Executive Assistant (On-site)
Executive Assistant (On-site)- Reports to the CEO
POSITION SUMMARY: The role of Special Assistant is vital in empowering the Chief Executive Officer (CEO) by effectively coordinating projects and delivering exceptional clerical, administrative, and relationship management support. This position demands exemplary written and verbal communication abilities, along with a keen understanding of grammar, spelling, and punctuation, to foster meaningful interactions with both internal teams and external partners.
As the Special Assistant, you will handle sensitive information with discretion, operate independently, and oversee all communications on behalf of the CEO with staff, clients, vendors, and the public. Your responsibilities will extend to organizing significant projects and compiling critical reports that align with company initiatives. Engaging with external stakeholders, including senior representatives from government and private sectors, will require a high degree of professionalism, tact, and diplomacy, making this a dynamic and impactful role within the organization. Ability to maintain high level of confidentiality.
ESSENTIAL FUNCTIONS
Duties and Responsibilities
Oversee the CEO s executive calendar, meeting agendas, and email correspondence. Schedule meetings, prepare agendas, take detailed notes, and ensure follow-up after stakeholder meetings, including those involving staff, the Board, or other participants.
Manage special projects internally and externally on behalf of the CEO in coordination with other departments and organizations.
Research and prepare materials such as policy briefings, talking points, speech drafts, presentations, and proposals on various workforce development issues for key internal and external audiences.
Draft and edit various documents, including both internal and external correspondence. Create and maintain files, and review both drafts and finalized documents for accuracy and grammatical correctness, particularly for sensitive or confidential material.
Take responsibility for following up on requests for action or information that typically require the CEO's attention. Ensure that the managers or personnel responsible are informed so they can address these requests. Monitor the subsequent activities and provide updates to the CEO.
Coordinates immediate follow-up on all CEO emails, correspondence, and deadlines with both internal and external parties. Prepares responses on behalf of the CEO.
Coordinates with company staff and contractors on behalf of the CEO to obtain project updates, deliverables, and reports from senior management.
Creates and modifies documents using Microsoft Office and organizes and maintains files and office libraries for all documents, papers, and digital media.
Researches, prices, and purchases office furniture and supplies.
Assists in coordinating activities between the company and various external parties, including private corporations, non-profit organizations, foundations, sub-grant recipients, and local and state elected officials.
Establishes high-level connections of a complex nature both within and outside the agency.
Stays informed about the CEO s immediate and long-term commitments and plans; identifies conflicts, flags potential problems for intervention, and makes necessary corrections.
Exhibits a strong capacity to engage and connect with individuals from a wide range of backgrounds, cultures, and affiliations, effectively navigating interactions across all levels of corporate, government, and business organizations.
Actively contributes to the partnership team by offering assistance and support to fellow team members, with a particular focus on providing help to executive-level staff whenever necessary.
Oversees special projects and performs other tasks and duties as assigned by the CEO.
Maintain the highest level of confidence in all matters.
Other duties as assigned.
Knowledge, Skills and Abilities
Ability to work independently on a project without needing direction or encouragement.
A positive attitude, strong work ethic, skill set, and appropriate behavior are essential for success in the workplace and can lead to impressive results when applied appropriately.
Excellent oral and written communication skills are required.
Advanced knowledge of the Microsoft Office Suite, including PowerPoint, Outlook, Word, and Excel, is essential. The ability to serve as a resource for other staff members is also important.
Capability to work under pressure, manage deadlines, and prioritize tasks effectively.
Familiarity with good office management principles and training techniques is necessary. Strong communication skills, along with editing and proofreading abilities, are essential.
Ability to exercise diplomacy, gather information from others, make inquiries, and synthesize information. This includes conveying and explaining organizational policies and procedures to others in person or over the phone.
Skills in interpreting and applying complex written and verbal instructions; the ability to accurately communicate these instructions fully or partially to other staff members.
Capability to coordinate multiple tasks simultaneously and perform well under pressure. This includes being able to fill in for designated staff as needed and relieving management of certain key functions.
Following up on all issues and matters is critical.
NON-ESSENTIAL FUNCTIONS
Other duties as assigned
QUALIFICATIONS
Required Education:
- Possess a bachelor s degree from accredited college or university; and
- 7+years experience in a fast-paced, large public or private sector organization supporting an executive- level individual or team.
Required Experience:
- Capable of managing up to ensure deadlines are met and priorities kept.
- Must demonstrate utmost integrity; respect for confidential information; and
- Ability to work independently, exercise mature professional judgment, and use discretion.
Preferred Education:
- Master s degree from a accredited college or university.
- Certifications on analytical, planning, organizational skills, and detail-orientation.
Preferred Experience:
- Significant Project Management experience on behalf of senior executive