Executive Assistant
HALO Branded Solutions
Executive Assistant to the CEO
Epilepsy Foundation
full-time
Posted on:
Origin: • 🇺🇸 United States
Visit company websiteSalary
💰 $70,000 - $73,000 per year
Job Level
Mid-LevelSenior
About the role
- Provide high-level and comprehensive administrative support to the CEO and Board of Directors
- Strategic calendar management and scheduling of CEO commitments and organizational meetings/events
- Strategically manage the CEO’s email communications and act as coordinator between CEO, staff, board members, and external contacts
- Prepare daily CEO briefings and anticipate needs in advance of meetings, conferences, and events
- Coordinate all executive meetings and retreats; shadow the CEO in critical meetings, take notes, track, and follow up on action items
- Serve as primary point of contact and liaison for internal and external constituencies on CEO matters
- Serve as project manager for special projects, including planning, coordinating presentations, compiling and disseminating information
- Coordinate CEO travel, reconcile credit card statements, assist with executive office budget, and process expense reports
- Act as liaison and provide support to the Board of Directors: arrange logistics, draft agendas, develop and distribute presentation materials, record minutes, and ensure compliance with bylaws
- Draft minutes for Board and committee meetings, secure approvals, and maintain records of minutes, motions, resolutions, corporate documents, and insurance policies
- Implement and maintain electronic filing systems and recordkeeping; manage highly confidential and sensitive information
- Travel as needed for meetings and events and attend Foundation meetings and trainings
Requirements
- Minimum of 3 years’ experience as an Executive Assistant or in a similar role directly supporting a CEO and C-Level executives, as well as board of directors
- Experience managing highly confidential information
- Experience managing multiple high-level projects
- Advanced proficiency in Microsoft Office (Outlook, Teams, Excel, PowerPoint) and Adobe Acrobat
- Advanced expertise with Zoom and Teams video conferencing platforms
- Experience with platforms such as Onboard, Salesforce, PN3, Egencia, ADP, and AI project management tools
- Experience reconciling credit card statements and processing expense/mileage reports
- Ability to assess priorities and make decisions on appropriate responses and actions
- Strong professional communication skills, internally and externally
- Ability to manage highly confidential and sensitive information
- Ability to travel up to 25% for meetings and events
- Must be able to work on an Eastern Standard Time (EST) schedule and be located in the Eastern Time Zone
- Ability to sit for extended periods, lift and move boxes/equipment as needed, and set up meeting spaces
