Executive Assistant to CEO

**Personal Assistant responsibilities include:

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- Acting as the point of contact between the manager and clients.
- Screening and directing phone calls and distribute correspondence.
- Handling requests and queries appropriately.

**Job Summary**
Personal Assistant to CEO is responsible for supporting the CEO through a combination of project management, writing and editing, research, and high level administrative and relationship support functions. Coordinates special projects, compiles information and completes complex reports and analysis. Works independently or with senior leadership. Interfaces with external stakeholders including senior representatives of state, local or federal government agencies and/or private sector companies. Sensitivity to confidential matters, a high level of professionalism, tact and diplomacy are paramount.

**Responsibilities**
- Act as the point of contact between the manager and internal/external clients.
- Screen and direct phone calls and distribute correspondence.
- Handle requests and queries appropriately.
- Manage diary and schedule meetings and appointments.
- Make travel arrangements.
- Take dictation and minutes.
- Source office supplies.
- Produce reports, Slides, Presentations and Briefs.
- Devise and maintain office filing system.
- Handling social media CEO.

**Key Responsibilities and Duties**
- Manage internal and external special project in coordination with other department and/or organizations on behalf of the CEO
- Researches and prepares materials, policy briefings, talking points, speech drafts or presentations and proposals on a variety of workforce development matters for key internal or external audiences
- May schedule, prepare materials and notes, and ensure follow-up for various stakeholder meetings including staff, Board or other meetings
- Drafts and edits various documents including internal/external correspondence. Creates and maintains files, reviews draft and finished documents for accuracy and grammar, including documents of a sensitive or confidential nature
- Participates in meetings, taskforces and workgroups both internally and externally on behalf of the CEO
- Assumes responsibility, in the CEO absence, for ensuring requests for action or information, which would normally receive the CEO attention are made known to responsible managers or personnel who can satisfy the request. Monitors resulting activity for purposes of briefing the CEO
- Assists in coordinating activities between the agency and various outside parties including corporations, non-profit organizations, foundations, sub-grant recipients and local and state elected officials
- May assist with the preparation of regular grant reports by calculating figures, entering information, collating materials and securing confidential financial data to be presented
- Supports other partnership team members, particularly executive-level staff as necessary
- Performs other tasks and duties as assigned by the CEO

**Minimum Qualifications**
- Bachelor's degree from accredited college or university OR equivalent 3+ years experience in a fast-paced, large non-profit or public or private sector organization supporting an executive-level individual or team
- Significant Project Management experience on behalf or senior executive
- Superior research, analytical, planning, organizational skills, and detail-orientation
- Strong customer-service orientation
- Ability to manage multiple projects, and competing priorities while adhering to deadlines
- Excellent oral and written communication skills
- Comfortable in team-oriented environment based on open, transparent, continual communication, information sharing and inclusive decision-making
- Must be open to feedback and professional development
- Capable of 'managing up' to ensure deadlines are met and priorities kept
- Must demonstrate utmost integrity; respect for confidential information
- Knowledge of **Microsoft Office Suite, including Microsoft Outlook, Word, Excel and Powerpoint and/or Canva **is required. Ability to act as resource for other staff
- Bilingual skills helpful

**Knowledge, Skills, Abilities and Other Characteristics**
- Through knowledge of principles of project management
- Knowledge of good office management principles, supervisory and training techniques
- Excellent problem-solving, decision making, interpersonal and communication (written and verbal) skills
- Skills and accuracy in the control, organization and maintenance of files and records
- Strong communication skills, ability to exercise diplomacy, gather information from others, make inquiries and synthesize information, ability to convey information and explain or discuss organizational policy and procedure with others in person or by call.
- Ability to coordinate several tasks at one time and perform well under pressure; ability to fill in for and perform the duties of designated staff, as needed; ability to relieve management of certain key function
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