Executive Assistant to the CEO

Job ID
8197
Job Location
US-WA-Bellevue
Location
United States-WA-Seattle
Category
Administrative/Operations

Overview

The Executive Assistant to the CEO will provide executive-level administrative support in all areas and facets along with logistical support where necessary in regards to agency goals and priorities. This role will organize meetings, coordinate travel, and draw on agency resources to deliver outstanding quality in all assigned projects.

Responsibilities

  • Ability to extend CEO when CEO is out of the office/on travel by participating actively in internal events and external community networking opportunities. Develops strong partnerships with those in agency as well as external stakeholders, i.e., peers on the client side.
  • Deep understanding of the CEO’s shifting priorities, and working with other executives, designs a strategic CEO schedule that optimizes for her effectiveness, keeping both short-term and long-term objectives in mind.
  • Manages CEO email; bringing in the right stakeholders to help move items forward when CEO away from mail. Maintain CEO online and hard copy archives; files relevant email of archival importance
  • Manages detailed logistics, briefings, and follow up for all CEO meetings, internal and external
  • Provides global support to CEO when CEO is on business travel. Manages coordination of business/personal priorities/travel, along with business travel briefings and technology support
  • Manage CEO’s social media platform (Twitter, Linked-In, Facebook, Instagram, etc); develop and posting content ensuring a strategic voice. Partner with Agency Marketing to develop a range of communications
  • Writes, edits and proofreads correspondence in behalf of CEO; drafts reports and other communication including trip reports, status reports and other related documents
  • Manages CEO office area and CEO Conference room, ensuring it is relevant and maps to the agency brand and values
  • As appropriate, screen incoming calls, correspondence, interoffice materials; determine priority and respond appropriately. Make recommendations regarding appropriate action and follow-up
  • Responsible for tracking and entering CEO time and accomplishments
  • Coordinate annual Performance Management process for CEO’s direct reports
  • Manage career development and performance of direct report, managing up to senior staff on crisis issues, and client/team satisfaction while holding the team accountable to demonstrating agency values
  • Other job duties as assigned.

Qualifications

  • Bachelor’s degree in Business Management, Marketing, Communications or other administrative training in business, office administration or related field highly preferred
  • 5 -7+ years’ equivalent level of experience, preferably in a similar fast paced and demanding environment, with 1-2 years of managerial experience preferred
  • Strong project management, writing and presentation skills required. Ability to accurately keyboard at 60+ wpm with excellent grammatical, editing, and proofreading skillS
  • Previous experience working in a highly collaborative, diplomatic, influential and persuasive environment; Ability to be a magnet for clients, partners, employees. Strict confidentiality at all times.
  • Proficiency with Microsoft Office suite (particularly Outlook, Word, SharePoint, PowerPoint and Excel)

Additional Requirements:

  • Constantly search for fresh, innovative ways to approach job, in order for CEO to make greatest impact
  • Must be adept at creative problem solving on the fly and thinking on your feet
  • Ability to work in a team setting with diverse personalities as well as to work independently with little to no supervision
  • Ability to be objective and discreet with sensitive information; exercise high degree of confidentiality in all aspects of role
  • Exceptional diplomacy and a proven ability to manage a variety of stakeholders
  • Client and business environment: Customer service orientation is a must. Job pressure may exist from requirement of handling multiple tasks
  • Must be able to work at least 45 hours per week with a flexible schedule, working to provide 24/7 support to the CEO. Could involve long hours/weekends
  • Experience working globally or with colleagues in multiple locations, Ability to travel up to 10%, occasionally work from an offsite location, such as 1 – 2 days per month, for business-related needs
  • Strong presentation and communication skills along with the ability to read, write and speak English
  • Ability to lift up to 25 lbs

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