Executive Assistant to the President & Chief Executive Officer - Buckingham Companies

The Executive Assistant to the President & Chief Executive Officer provides comprehensive administrative and strategic support while ensuring efficiency of the organization’s mission, vision, and values.  Responsibilities will include a broad range of scheduling, streamlining communication, anticipation of needs, tasks and solving challenges. The Executive Assistant acts as a trusted partner, ambassador and extension of the President & CEO, providing upmost professionalism, confidentiality and customer service both internally and externally.

Education & Experience

• Bachelor’s degree or commensurate education and experience
• Minimum five (5) years of proven experience as an Executive Assistant or similar role supporting senior executive(s)

Skills 

• Demonstrated ability to manage complex calendars, prioritize tasks and coordinate various travel arrangements, event planning experience a plus
• Proven ability to maintain strict confidentiality while managing access to privileged information and adhering to company policies and legal requirements
• Experience in project management and proficient in using productivity and collaboration tools and software
• High level experience with Microsoft Office Suite and Adobe Acrobat
• Research and analysis background and experience a plus
• Excellent spelling and grammar skills
• Ability to work weekend and evening remote hours as required, especially for travel and scheduling needs

Special Requirements

• High degree of professionalism and must be able to ensure sensitive issues are managed with care and integrity
• Exceptional leadership, communication, and collaboration skills
• Detail oriented and high level of accuracy
• Ability to be nimble, flexible and handle change
• Results oriented and solution focused
• High degree of accountability and ownership
• Excellent organizational and time management skills including ability to multitask, prioritize and meet changing deadlines
• Positive attitude and team player
• Excellent internal and external customer service skills

Essential Qualities

• Organizational Expertise:  Manage complex schedules, prioritize tasks efficiently, and maintain readily accessible information for quick decision-making. Ability to juggle multiple priorities and manage high volumes of work efficiency.
• Tech Savviness:  Strong grasp of office productivity tools and the ability to learn new software quickly. Proficiency in tools like progressive efficiency software – such as Microsoft Office and Google Workspace – with the ability to troubleshoot and stay updated on emerging technologies.
• Calm Under Pressure:  Maintain composure in high-stress situations, effectively handling urgent and unforeseen challenges.
•  Ambassadorship:  Represent the President & CEO and the organization professionally, embodying their goals, values and mission in all interactions.
• Trustworthiness:  Handle sensitive and confidential information with the utmost discretion and integrity. High level of empathy, discretion, and professionalism when handling sensitive situations and building relationships.
• Excellent Communication Skills:  Serve as a spokesperson for the President & CEO, building relationships with internal and external stakeholders through empathy and emotional intelligence. Excellent verbal and written communication skills, with the ability to engage with a diverse audience.
• Proactive Problem Solving:  Anticipate needs, identify potential challenges, and implement solutions before issues arise. Skilled in anticipation and addressing these challenges proactively and creatively.
• Quick Thinking:  Make sound, autonomous decisions in high-pressure situations, utilizing creative problem-solving skills.
• Negotiation Skills:  Secure optimal outcomes with vendors, service providers and other stakeholders to benefit the President & CEO and the organization.
• Project Management Experience:  Organize and execute events, meeting and team-building activities, ensuring efficiency and alignment with organizational goals.
• Analytical Thinking:  Evaluate complex situations and make informed decisions, contributing to strategic discussions and initiatives. Capable of identifying solutions.
• Leadership & Team Collaboration:  Act as a liaison between executives and team members, fostering collaboration and guiding others with insight and direction.
• Adaptability:  Embrace change, continuously refine processes, and maintain flexibility in an ever-evolving work environment. Comfortable with shifting priorities and dynamic environments while maintaining effectiveness.
• Commitment to Learning:  Demonstrated interest in professional development, staying informed about industry trends and tools to enhance effectiveness.

• Provides administrative support, including email and telephone coverage, scheduling, calendar management, contact management, travel coordination, copier and facsimile projects, PowerPoint preparation, mail handling, printing of requested documents, expense reports, shipping and necessary communications internally and externally.
• Prepares, mails, or delivers correspondence including email, letters, memos, forms, policies, procedures, and confidential information.
• Maintain office supply inventory including refreshments for CEO.
• Manage CEO contact database from entry to cleanup.
• Manage all CEO conference and/or virtual calls.
• Coordinate travel (air and hotel) for out of town guests of Buckingham.
• Create monthly anniversary notes from CEO to employees.
• Draft memos to hotel general managers regarding monthly action items.
• Manage CEO expense reports and approve expense reports for CEO direct reports.
• Maintain bio packages and order OM packages as needed or requested.
• Maintain the company’s and CEO’s memberships and subscriptions database (including organization memberships and subscriptions).
• Liaison between IT and CEO for company equipment such as cell phone, computer.
• Manage CEO’s email inbox to assist CEO with organization, time effectiveness, handling emails that do not require his attention.
• Coordinate all travel for CEO (flights, cars, car service, hotels, etc.); including coordinating international travel for CEO and Fund Team members.
• Maintain corporate tickets, entertainment- Colts tickets account, IMS tickets.
• Manage corporate and hotel art database / didactics / shipping / installation / invoices.
• Coordinate art insurance with appropriate team members.
• Maintain professional relationships with CEO’s contacts both personal and professional.
• Assist on development RFP packages as necessary.
• Coordinate document signing/notarizing as requested.
• Open CEO office each day (lights on, computer logged in, paper in printer, ice, and water full, wipe down phone, refrigerator, desk, table as needed).
• Liaison between CEO and Executive Team; assist team as requested.
• Help to maintain and add to Juniper database.
• Complete corporate projects as requested by CEO.
• Assist other team members on annual meeting.
• Assist other team members on the grand opening of hotels or other Buckingham projects.
• Assist with planning or preparation of corporate or Foundation events as requested.
• Participate on internal committees as requested or needed.
• Provide personal assistance for CEO’s appointments such as car service, house vendors, medical, and other personal appointments.
• Provide scheduling and travel coordination for CEO and family for personal trips.
• Liaison for cell phone and other IT needs for CEO/Family and residences.
• Other duties as assigned.

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