Executive Assistant to the CEO & CTO - Specialized Security Services, Inc.

Executive Assistant to the CEO & CTO

The Executive Assistant is responsible for providing comprehensive support to the CEO and CTO. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.

The Executive Assistant must be creative and enjoy working within a small, entrepreneurial environment that is mission-driven, results-driven and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

Essential Duties and Responsibilities

• Provides comprehensive support services to the CEO and CTO that ensures a professional, responsive, and effective experience with the organization.
• Initiates and completes projects with accuracy and within deadlines in a fast-paced environment.
• Develops a strong, strategic partnership with the executives to improve day to day efficiency.
• Completes a broad variety of administrative tasks including managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is often confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings. These administrative tasks for the executives include both personal and professional matters that need to be handled with the utmost discretion.
• Plans, coordinates, and ensures the CEO’s schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the CEO’s time and office.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CEO and CTO, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
• Provides a bridge for smooth communication between the CEO, CTO and internal departments; demonstrating leadership to maintain credibility, trust, and support with senior management staff.
• Works closely and effectively, keeping the CEO informed of upcoming commitments and responsibilities, following up appropriately.
• Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the CEO updated.
• Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects, some of which may have organizational impact.
• Provides sophisticated calendar management. Prioritizes inquiries and requests while troubleshooting conflicts with little guidance; makes judgments and recommendations to ensure smooth day-to-day engagements.
• Administers correspondence, manages incoming calls, and prioritizes phone messages, emails, and mail. Handles all calls and visitors with grace, sophistication, and professionalism.
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the C-level executive’s ability to effectively lead the company.

Essential Duties and Responsibilities

• Writes error-free, eloquent emails and letters for various events and announcements.
• Updates and maintains contact lists for the CEO and CTO.
• Provides complex travel arrangements. Becomes familiar with the specific, detailed needs of the CEO and travel partners; creates consistent travel itinerary portfolios for reference and be available during travel times to quickly address any last-minute changes or cancellations.
• Maintains confidentiality and uses a high degree of discretion.
• Works in a professional and focused manner to schedule internal and external meetings.
• Coordinates and arranges internal and external meetings and events; prepare agendas, coordinates activities/participants and reserves/prepares facilities, refreshments, and materials.
• Takes notes and distributes meeting minutes, agendas, and meeting packages.
• Monitors progress and coordinate special projects for the Executive Team, ensuring deliverables are accurate and on-time.
• Proactively looks for ways to increase efficiency and provide support.
• Responds to public and business requests as a representative of the Company ensuring a professional and appropriate public representation.
• Establishes and maintains harmonious working relationships with company leadership, co-workers, team members and clients to ensure effective collaboration.
• Provides superior customer service and professionalism when interacting with internal and external customers/clients.
• Proactively develops relationships with key internal and external contacts gaining the recognition as a highly proficient and valued team resource.
• Exhibits a great attitude to positively impact interactions with internal and external clients.
• Develops and maintains a high level of understanding of the Company, the business, and the culture.
• Provides guidance to other administrative staff and team members as needed.
• Ability to prioritize schedules based on frequent and last-minute changes.
• Uses Outlook, Word, Excel, and PowerPoint to produce materials for internal and external meetings and conferences.
• Answers and directs calls and emails of the CEO and CTO, as requested.
• Provides timely and proactive management of the organization’s office environment.
• Maintains physical and electronic office filing systems for the CEO.

General

• Demonstrates exceptional organizational skills and impeccable attention to detail.
• Maintains punctual, regular, and reliable attendance.
• Works collaboratively in a team environment with a spirit of cooperation and as a relationship builder.
• Displays excellent communication skills including presentation, persuasion, and negotiation skills to work with guests, vendors, and coworkers.
• Communicates effectively, maintaining calm and courtesy under pressure.
• Displays engaging interpersonal skills including the ability to think and act strategically, provide sound judgment, and a positive, energetic attitude.
• Provides systematic and dependable follow up, as well as a high level of organization and preparedness.
• Maintains workflow under pressure and in a fast-paced, high-profile work environment.
• Respectfully takes direction from CEO, CTO and other members of the Executive Team.
• Other duties as assigned.

Education and/or Experience

High school diploma required. College coursework preferred. A minimum of 10 years of professional experience in an executive assistant role preferred. Experience with CRM/contact management and Microsoft Office, Excel, PowerPoint, and Outlook are required.

Communication Skills

Strong verbal and written communication skills. Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.

Computer Skills

Job requires specialized computer skills. Must be adept at using various applications including databases, spreadsheets, report writing, project management, graphics, word processing, presentation creation/editing, and the ability to communicate by e-mail and use scheduling software.

Certificates, Licenses, Registrations

Must possess a valid Driver’s License.