OurClient in the Energy (Power Generation) Industry seeks the services of anExecutive Assistant.
Essential / Primary Responsibilities :
Assists the CEO with dailyadministrative duties and completes a broad variety of administrative tasksthat include managing an active calendar of appointments;
completing expensereports; composing and preparing correspondence; arranging complex and detailedtravel plans, itineraries and agendas and compiling documents formeetings.
Communicates with the personal / domestic staff on the CEO’s behalf and oversees facility management andmaintenance.
Drafts reports, proposals;prepares and coordinates oral and written communication on behalf of the CEO
Supports CEO with hiscommitments to the Board of Directors, committees and other groups.
Maintains the CEO’s membershipswith various organizations.
During absences of the CEO, monitor all communications(email / mail), forward to the appropriate staff person for action.
Performs other duties asassigned.
Work closely and effectivelywith the CEO to keep them apprised of upcoming commitments andresponsibilities, following up appropriately.
Update and maintain the CEO ’sOutlook contact database and the company’s newsletter email list.
Organize and maintain the CEO’selectronic and paper files.
Help to support Director-levelstaff from time to time on scheduling and calendar needs.
Assist in planning andorganizing events (staff meetings, happy hours, birthdays, team retreats,client dinners, funder events, and annual meetings), including but not limitedto catering logistics, agenda creation, and logistics planning, etc.
Keep kitchen, supply closet, andconference rooms clean, orderly, and stocked with needed supplies.
Greet and welcome office guestsin a friendly and professional manner, help to provide an exceptional guestexperience, and inform appropriate staff of guest’s arrival.
Research and / or preparematerials for meetings and presentations as requested by CEO and senior staff
Reportingdirectly to the CEO, the Executive Assistant to the CEO provides executive andadministrative support, as well as being the primary point of contact for theCEO.
Skills & Abilities
Strong interpersonal skills and the ability to buildrelationships with stakeholders, including staff, board members, externalpartners and donors.
Proficiencyin Windows, including MS Word, EXCEL and PowerPoint.
Abilityto conduct research and present data in a succinct and well-written manner.
Abilityto work independently and with professional discretion.
Excellentwriting, editing, grammatical, organizational, and research skills.
Abilityto work with a broad range of people including, domestic support staff,colleagues of the CEO and others
Excellentmanagement, time-management, and problem-solving skills.
Critical Competencies for Success
Planning and Organizing :
prioritizes work, uses timeefficiently, develops realistic plans, has a strong attention to detail;manages a variety of responsibilities;
prioritizes tasks and allocates time toplanning, thinking, and mapping out tasks.
Oral and written communication :
Ability to interact andcommunicate with individuals at all levels of an organization, presentsinformation clearly and succinctly in conversation and in writing, and respondsto inquiries accurately and in a timely manner.
Copes skillfully with unexpectedevents, handles several projects simultaneously, adapts style of communicationto suit the audience, and supports change efforts.
Experience & Education
2-3 years providing support for upper-level management
Strongorganizational skills that reflect ability to perform and prioritize
Abilityto multiple tasks seamlessly with excellent attention to detail.
Strongand proficient skills with Microsoft Office tools such as Outlook, Excel, Word,and PowerPoint.
Detail-oriented,with proven organization and project management skills.
Collegialapproach, excellent interpersonal skills, and a sense of humor.