Responsibilities:

• Provide comprehensive support to CEO as requested, representing CEO in a professional manner consistent with the mission, modeling energy and friendliness.
• Anticipate the needs of the CEO and take appropriate action, promptly identifying and resolving issues and facilitating the CEO’s ability to lead the organization.
• Manage highly confidential information with a high level of discretion.
• Communicate on behalf of the CEO as requested, including making phone calls and sending emails. Take phone calls and receive emails and deliver messages to CEO as necessary.
• Manage incoming mail and correspondence and support the CEO with timely and appropriate responses.
• Act as liaison between CEO, staff and external contacts, ensuring smooth communication between CEO, team members, and external contacts.
• Manage CEO calendar and meeting requests, providing weekly updates on status of pending and confirmed meetings. Ensure calendar is respected and followed.
• Schedule and manage internal and external CEO appointments as requested.
• Keep CEO informed of upcoming commitments and responsibilities.
• Brief CEO prior to meetings, providing needed meeting materials.
• Assist and support CEO with meeting scheduling and logistics, including meeting room arrangements and set up, preparation of meeting agendas and materials, meeting notes or minutes, meals/catering, and meeting follow up correspondence and activities.
• Complete general administrative tasks for CEO including setting up and managing filing system (electronic and paper).
• Coordinate CEO travel, including arranging itineraries and travel arrangements, and providing documents needed for travel related meetings and work. Provide assistance remotely for CEO while on travel.
• Anticipate and provide support for technology needs.
• On behalf of CEO complete expense reports for travel and other expenses on a timely basis. Complete needed purchase requisitions and bids.
• Create memos, emails, personal letters, correspondence, presentations, charts, infographics, tables, graphs and other communications on behalf of the CEO. Proofread materials for spelling, grammar, layout, and consistency with the brand, making appropriate changes, ensuring accuracy of final documents.
• Secure and maintain office supplies needed by CEO.

Requirements:

• Bilingual (English/Spanish)
• Experience in an executive assistant role
• Background utilizing Microsoft Office
• Excellent attention to detail and organizational skills
• Ability to work in a fast-paced environment
• Professional and polished with excellent communication skills
• Bachelor’s degree or equivalent and five years of experience in supporting executives; or an Associate Degree in business or related field and ten years of experience in executive support.