Executive Assistant - Da Vinci Collaborative
St. James, NY 11780
About the Job
Job description
Da Vinci Collaborative is a multifunctional educational company that provides services that are designed to support the academic needs of the clients. The role of the Executive Assistant is to provide executive administration support to the CEO and directors, provide administrative sales support and marketing for the organization.
EXECUTIVE ASSISTANT RESPONSIBILITIES:
- Manages calendar and scheduling for CEO.
- First line of internal and external communication for CEO.
- Manage and organize shared drives.
- Anticipates and Assists CEO with administrative tasks and reporting.
- Coordinate travel.
- Books speaking engagements including conferences, media, broadcast and other public appearances which actively promote the company and its services.
- Manage and order company swag used for conferences and professional development.
- Assists with drafting proposals.
- Assists CEO with guiding and directing outsourced marketing agency with branding, marketing campaigns, social media. strategy, community management, activations, advertising and events.
- Strong interpersonal skills with the ability to manage up, down and cross-functionally.
- Work with CEO and consultants to drive company and team goals.
- Oversee measurement reports as needed to demonstrate success and pivot.
- Research and report on latest best practices and related news in the education space.
- Ability to multi-task and work efficiently under pressure with precise attention to detail.
- Supports directors in graphic presentations to win new business.
- Create and/or assist with strategic and creative plans and presentations on behalf of the company.
- Exhibits an entrepreneurial spirit and assists with team building and company culture.
- Update client list and databases as clients are onboarded.
- Coordinate and run company functions including managing the budget of the event.
- Coordinate and schedule meetings proactively for the CEO and or company.
- Oversees physical office space.
- Order office supplies, food and beverage for the CEO.
- Order catering for meetings.
- Coordinates birthday/anniversary/life event celebrations.
- Ensure meeting materials are prepared, available and organized.
- Organize and update all company documents/forms on shared drive.
- Manage subscriptions.
- Manages client proposals: Create, coordinate changes with CEO and Directors, finalize for signature.
- Manage vendor contracts.
- Complete work from home accountability template.
SKILLS/CORE COMPETENCIES REQUIRED/PREFERRED:
- Strong organizational skills with attention to detail.
- Excellent customer service skills.
- Flexible and able to work under pressure and changing priorities.
- Must be proficient in Google Programs.
- Self-directed, proactive, and independently capable of managing workload so deadlines are met.
- Has strong knowledge or willing to learn education and wellness industries.
- Strong project management skills.
- Strong interpersonal and communication skills both written and verbal.
- Team player.
- Positive, can-do attitude, takes initiative.
- Solution-oriented.
- Demonstrated self-starter with the ability to handle multiple projects, prioritize work assignments, meet deadlines, be flexible, and work independently in a fast-paced environment.
- Strong editorial and writing skills.
- Strong research and analytical skills.
- Proficient in Adobe Photoshop, Microsoft Word, Excel, PowerPoint, Google.
- Programs and Canva.
- Commits to 5 days per week and hours sufficient to cover responsibilities to clients and teams.
- Workday begins at 9 am Monday through Friday.
EDUCATIONAL/EXPERIENCE:
- Bachelor Degree – Business Administration/Marketing or other related field.
- 3+ years relevant experience-preferred.
Source : Da Vinci Collaborative