Executive Assistant

Executive Assistant

Job Summary: The Executive Assistant will provide high-level administrative support to the CEO, COO, and other Executive Committee members. Reporting directly to the COO, the Executive Assistant provides executive support in a one-on-one working relationship. The Executive Assistant also liaises with the board of directors and senior management teams, 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 be able to exercise good judgment in diverse situations, with strong written and verbal communication, administrative and organizational skills, and basic accounting.

Key Responsibilities:

• Manage sensitive matters with high confidentiality and discretion, especially decisions directly impacting the company's global operations.
• Sustain a daily calendar of meetings and events.
• Prepare Word, Excel, and PowerPoint presentations, agendas, reports, special projects, and other documents to support the organization's objectives.
• Arrange travel and accommodation for executives. Prepare expense reports.
• 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.
• Manage the Executive's contacts.
• Be responsive to emails/texts/phone calls, with contact outside regular business hours.
• Welcome the Executive’s guests by greeting them in person or on the phone and answering or directing inquiries. 
• Use discretion, confidentiality, and sound judgment to handle C-Level matters.
• Represent the company and the Executives in a positive light through great follow-through skills and sound judgment.
• Conserve the Executive's time by reading, researching, collecting, and analyzing information as needed in advance. 
• Complete ad-hoc projects as assigned – such as personal events and/or family needs.
• Organize complex calendars and schedules, resolving any scheduling issues.
• Assist in managing accounts payable and receivable processes.
• Maintain accurate financial records and documentation.
• Help prepare financial reports, budgets, and forecasts.
• Process invoices and expense reports.
• Support the bookkeeping functions, including data entry and reconciliation of accounts.
• Coordinate with accountants or finance teams for audits and financial assessments.

Requirements:

• A bachelor’s degree in business administration, accounting, or a related field is preferred.
• 5+ years of related experience required in an executive assistant role supporting C-Level executives.
• Fluent in Spanish is a plus.
• Advanced Proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint).

• Ability to communicate effectively and professionally. Business sense - has a strong business sense and can decipher priorities and make sound judgment calls when needed.

• Flexible hours as dictated by business needs for projects and meetings.
• Excellent communication and time management skills; proven ability to meet deadlines.
• Ability to function well in a high-paced environment; performs additional duties as assigned by executives.

• Commitment to excellence - perform duties at the highest level possible consistently.
• Excellent communicator - able to interact with people of all levels confidently and professionally.
• Service focus - dedicated to meeting the expectations of the COO, CEO, and other senior executives by maintaining effective relationships with interested parties.
• The ability to think outside the box with a sense of urgency.