Executive Support

Role & responsibilities

• Work closely with the Executives to keep them well informed of upcoming commitments and
• responsibilities, following up appropriately.
• Provide sophisticated calendar management for Executives. Prioritize inquiries and requests
• while troubleshooting conflicts; make judgements and recommendations to ensure smooth
• day-to-day engagements.
• Act as a liaison and provide support to the Board of Directors. Arrange and handle all
• logistics for Board meetings and events: schedule meetings; draft agendas; develop, compile, and distribute presentation materials; and record meeting minutes on behalf of Board Secretary. Adhere to compliance with applicable rules and regulations set in bylaws regarding Board matters.
• Complete a broad variety of administrative tasks that facilitate the Executives ability to effectively lead the organization, including: assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense and mileage reports
• Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the Executives, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect Executives style and organization policy.
• Coordinate all Executive Team meetings and retreats and assist with staff meetings and events as needed
• Work with the Executive Team to coordinate the Executives outreach activities. Follow up on contacts made by the Executives to cultivate ongoing relationships.
• Provide hospitality to all guests and help to create a welcoming environment.
• Answer main phone line and respond to inquiries.
• Process and distribute daily mail.
• Invest in building long-lasting relationships both externally and internally.

Preferred candidate profile

• Strong verbal and written communication skills.
• Able to maintain a high level of integrity and discretion in handling confidential information.
• Expert proficiency with Microsoft Office and desktop publishing software; ability to design and edit graphic presentations and materials.
• Significant executive support experience, including supporting C-level executives.