The purpose of the Executive Assistant is to provide support to the Chief Executive Officer (CEO), performing administrative duties and functions to ensure directives are being accomplished and high priority items receive adequate attention, care, and follow through. The information below is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required for this position.

Duties and Responsibilities

• Handle information requests and perform clerical functions, such as preparing correspondence, i.e., memos, letters and other documents, file and retrieve corporate documents, records, and reports;
• Open, sort, and distribute incoming correspondence, including faxes and email, to the appropriate personnel/departments;
• Coordinate and arrange conference calls, meetings, and make travel arrangements;
• Act as the point of contact between Executives and clients, managing phone calls and emails, and direct inquiries to the appropriate parties or take messages;
• Update Executives of upcoming meetings, times, and locations, and ensure Executives are on task, prompt, and prepared for upcoming commitments;
• Take dictation and minutes of meetings accurately, and file notes for recall;
• Conduct research, prepare reports of statistical/various data;
• Manage the CEO’s calendar, keeping him well-informed of his schedule in advance and ensuring the CEO is on time and prepared;
• Draft or respond to communications, attend meetings, and coordinate/orchestrate projects or commitments directly involving the CEO and his direct reports, to include the management team;
• Communicate on behalf of the CEO and Company exercising a polished and controlled demeanor verbally and in overall presentation;
• Respond intelligently, timely and effectively to messages sent by the client on behalf of the CEO;
  • Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution;
• Prepare for, and facilitate, high priority CEO meetings and events (with internal and external audiences) including deliverables and follow-up on major initiatives;
  • Ensure meeting objectives are realistic, preparation is appropriate, the CEO is well-prepared, and the CEO’s time is leveraged most effectively in a meeting context;
  • Apply the next best action approach to help anticipate forthcoming actions to ensure the CEO is prepared, up-to-date, and otherwise able to complete daily commitments;
  • Work closely with senior leadership to prepare for their interactions with the CEO;
• Aid the Chief Programming Officer in the preparation of quarterly US and international presentations and special projects;
• Foster teamwork and effectively interact with Company leadership daily;
• Effectively manage resources, solve problems, reach decisions in a timely manner exhibiting sound judgment;
• Exercise independent leadership of special CEO-initiated projects;
• Maneuver in a very direct, quick paced environment, and anticipate requests, prerequisites, or instruction prior to being directed;
• Perform other duties as requested;

Minimum Requirements

• Must be able to work in hybrid, on-site-remote environment;
• Prior Executive Assistant, or equivalent, in/for the United States Military with ten (10) years of experience;
• Demonstrate strategic planning and execution skills;
• Strong analytical skills;
• Interpersonal savviness;
• Must be proficient in the English language with exceptional written and verbal communication skills;
• Exceptional organizational skills;
• Project management skills;
• Must be able to work nights and weekends as needed;
• Must be able to travel, with advance and sometimes minimal notice;
• Must be able to multi-task, have a strong personality, demonstrate integrity and professionalism;
• Ability to maintain confidentiality on sensitive issues;
• Able to obtain a security clearance;
• Not barred from any government facilities or installations;
• Must be a problem solver, able to work independently with little to no oversight, and part of a team;
• Must be a quick learner, stay well-informed and proficient in technical knowledge, skills, and abilities, pursuing knowledge and know-how that benefit the Company.