JOB DESCRIPTION:
The Executive Assistant is a professional who provides high-level administrative support and assistance to executives, senior management, or other key personnel within an organization. The role involves a combination of administrative, organizational, and communication tasks to ensure the efficient functioning of the executive's office and to facilitate their daily activities. The specific responsibilities of an Executive Assistant can vary depending on the executive and department and the executive's needs, but includes the following:
Primary Responsibilities and Duties:
- Scheduling and Calendar Management: Coordinate and manage the executive's schedule, including arranging meetings, appointments, and travel plans. Ensure that the executive's time is optimized and that commitments are effectively coordinated.
- Communication: Serve as a central point of contact for internal and external communications on behalf of the executive. Handle phone calls, emails, and other forms of communication, often screening and prioritizing them.
- Document Management: Organize, manage, and maintain documents, files, and reports relevant to the executive's responsibilities. This may involve preparing and editing documents, presentations, dashboards, and reports.
- Meeting Coordination: Plan and organize meetings, conferences, and events. This includes arranging coordination, preparing agendas, distributing materials, and taking minutes if required.
- Coordination: Assist in the coordination of various projects, initiatives, and tasks assigned to the executive. This may involve collaborating with different teams and departments.
- Stakeholder Liaison: Acting as a liaison between the executive and various internal and external stakeholders, ranging from employees to business partners and clients.
- Confidentiality: Maintain confidentiality of sensitive information and ensure that confidential matters are handled with discretion.
- Time Management: Help the executive prioritize tasks and manage their time effectively.
- Ad Hoc Support: Provide additional support as needed, such as handling special projects, managing internal communications, addressing urgent matters, and supporting other coordinators upon request.
- Assist with Permits, COI, Submittals, and other departmental documentation.
- Sale Department Administrative back up.
Daily:
- Manage day to day communication and calendars of Leadership Team.
- Support the office of the CEO daily in all faucets of day-to-day communication and administration.
- Provides efficient, accurate and effective administrative and clerical support.
Weekly:
- Attend Weekly Meetings as required by department.
- Submittals as required.
Monthly:
- Expense Reports
- Reproduces reports as needed/required.
Physical Working Environment
Work will be performed in a normal office environment.
Office Hours
8 a.m. - 5 p.m. Daily
Job Qualifications
Education/Certifications:
- High School diploma or GED
- Two year technical/business degree or equivalent work experience preferred.
Required/Desired Knowledge, Experience and Skills:
- A detail-oriented self-starter with prior experience in the financial services industry or with a technology team.
- Someone who exhibits sound judgment with the ability to prioritize and make decisions.
- Energetic and eager to tackle new projects and ideas.
- Comfortable interacting with high-level executives.
- A team player capable of cultivating productive working relationships across the firm.
- Resourceful, can-do attitude.
- Thrives in a fast-paced environment.
Required/Desired Knowledge, Experience and Skills:
- Bachelor’s degree preferred.
- Three to five years’ prior experience in supporting a senior executive or team.
- Excellent computer skills, including the Microsoft Office Suite (Outlook, Word, PowerPoint, and Excel)
- Exceptional writing, editing, and proofreading skills.
- Excellent organization and time-management skills.
**PLEASE ATTACH YOUR RESUME AND A BRIEF VIDEO INTRODUCING YOURSELF TO THE TEAM**
CTCI offers a competitive salary and benefits package, company service vehicle, and training opportunities - not to mention a friendly but fast-paced work environment and opportunity for growth within our structure.