EXPERIENCE

Minimum three to five years’ Executive Assistant experience working directly for a creative individual, entrepreneur, or senior-level executive in a fast-paced, varied environment. Entrepreneurial company experience is a major plus.

• Ability to anticipate needs, honor confidentiality, and adapt to changes in schedules and priorities with agility and ease.
• Ongoing interface with the President to maintain schedules and add to the Action List.
• Track and Monitor Daily, Weekly, and Monthly Priorities, initiate daily Warm Ups and Wrap Ups, and remind, update, and close off each meeting with next actions
• Manage and Master Google Calendars (business and personal; conflict-anticipation strategies)
• Initiate, schedule, confirm, and follow up on meetings, including archiving recordings, transcripts, and physical documents (Zoom and in-person)
• Coordinate logistics, shipping, and travel arrangements for meetings and events
• Manage digital and physical confidential files
• Conduct research for prospects, clients, speaking engagements, custom client orders, events, travel, logistics, and office supplies, including creation of POs, securing pricing with vendors
• Coordinate and oversee ordering, purchase orders, and logistics
• Create, track, and update project schedules with input from others; track, monitor, remind, and update schedule progress
• Communicate directly with clients and clients’ EAs/teams
• Draft documents in the President’s voice to reflect the company’s personality and style
• Establish and maintain positive relationships with clients, suppliers, and client counterparts
• Research and create client and prospect records and maintain up-to-date CRM
• Gather status updates on projects and assignments from team members
• Interface with the bookkeeper on invoices and payables
• Track and process advance-notice vacation and out-of-office days
• Interface with the bookkeeper on payroll hours for IC hourly team members and apply charge categories for expenses
• Ensure outbound packages are released via UPS, FedEx, or USPS, and the corporate mailbox is checked twice weekly