Special Assistant to Chief Executive Officer and President

at  Cleveland Clinic

The Special Assistant is responsible for providing comprehensive support to the Chief Executive Officer and President (CEO) including managing both domestic and international operations and travel. Serves as the primary point of contact for internal and external constituencies; receiving and screening visitors and callers; oversight and organization of a complex calendar and meeting management facilitation. This may include Cleveland Clinic executives and Board members, members of the media, government, and other outside parties. Schedules and coordinates meetings, events, appointments, and complex domestic and international travel.

EDUCATION:

• Bachelor’s degree required.
• Master’s degree preferred.

WORK EXPERIENCE:

• Minimum of 5 years proven experience as an Executive Assistant supporting senior executives in a global/international environment
• Advance proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook)

PHYSICAL REQUIREMENTS:

• Ability to perform work in a stationary position for extended periods
• Ability to operate a computer and other office equipment
• Ability to communicate and exchange accurate information

Calendar and Schedule Management

• Coordinate and manage the CEO’s complex and ever-changing schedule, including arranging meetings, conferences, appointments, and travel itineraries (domestic and international) across different time zones.
• Process expense reimbursement reports.
• Proactively prioritize and organize the CEO’s calendar, ensuring optimal efficiency and utilization of time.
• Receive and screen visitors while answering telephone calls using independent judgment to determine priority and sensitivity of inquiries and responses.

Communication and Correspondence

• Serve as the primary point of contact for internal and external constituencies pertaining to the CEO. Facilitate effective communication between the CEO and internal/external stakeholders, including clients, partners, and senior executives.
• Draft, proofread, and edit correspondence, presentations, reports, and other documents for the CEO, ensuring accuracy and adherence to company standards.
• Manage media, government, and external inquiries for the CEO.
• Prepare and/or supervise the preparation of correspondence, forms, reports and other written communications.
• Originate, prepare, process and edit personnel, financial or operational reports and documents.
• Source and communicate with external vendors for special projects as indicated by the CEO.

Travel Coordination and Arrangements

• Plan, organize, and coordinate all travel arrangements for the CEO, including flights, accommodations, visas, and ground transportation, considering both local and international travel requirements.
• Prepare detailed itineraries and travel packs, providing necessary information to ensure smooth travel experiences for the CEO.

Meeting Coordination and Support

• Assist the CEO in preparing for meetings, conferences, and presentations by collecting, compiling, and organizing relevant documents and materials.
• Ensure that meeting objectives are realistic and clear, appropriate prework is completed, and the CEO is appropriately briefed and has all relevant materials.
• Attend meetings with the CEO, take accurate minutes, and distribute them to relevant parties.
• Follow up on action items and deadlines resulting from meetings, ensuring timely completion.

Confidentiality and Privacy

• Maintain the highest level of confidentiality and discretion when handling sensitive information, documents, and discussions relevant to the CEO’s role.
• Uphold privacy protocols and compliance with data protection regulations.
• Proactively identify issues that could impact the successful execution of the CEO’s commitments. This responsibility involves elevating those issues about which the CEO should be aware while framing and positioning ideas to resolve the problem and mitigate the risk.

Relationship Building

• Day-to-day collaboration with Executive Assistants to ensure all details are addressed, including agendas as well as physical and technological logistics.
• Cultivate positive relationships and serve as a focal point of contact for internal and external stakeholders interacting with the CEO.
• Liaise with executives, senior management, and board members, representing the CEO and the organization in a professional manner.

Special Projects and Assignments

• Support the CEO in carrying out special projects, research tasks, and ad hoc requests, providing information and assistance as required.
• Assist in preparing presentations, reports, and proposals for executive-level meetings.
• Other duties as assigned.