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Executive Assistant to CEO

Executive Assistant to CEO

MichaelsIrving, TX, US
Hace 1 día
Tipo de contrato
  • A tiempo completo
Descripción del trabajo

Executive Assistant

Support Center - IrvingMichaels is seeking an Executive Assistant to provide high-level administrative and strategic support to the CEO. Successful candidates will be highly organized, proactive, detail-oriented with exceptional problem-solving and decision-making skills. This is a high-visibility role for an individual who thrives in a fast-paced environment. It functions as the central hub of the CEO's office, ensuring maximum productivity, efficiency, and confidentiality and serves as a professional liaison for internal and external stakeholders.

Key Responsibilities

1. Strategic Time & Schedule Management

  • Calendar Management : Proactively manage a busy calendar, prioritize meetings based on business needs, trouble-shoot conflicts and filter requests to optimize the CEO's time.
  • Meeting Preparation : Schedule meetings, assist in designing, preparing, gathering and distributing documents, reports, presentations, agendas, and pre-reads; ensure the CEO is prepared for all meetings and discussions.
  • Time Allocation Optimization : Anticipate scheduling conflicts and shifts in priority, proactively adjust the schedule as needed to ensure the CEO's time is effectively dedicated to strategic priorities.

2. Communication & Stakeholder Liaison

  • Gatekeeping and Filtering : Serve as the primary point of contact and effectively field, prioritize, and manage all internal and external communications (email, phone, etc.).
  • Drafting Correspondence : Draft, proofread, and edit communications, including company-wide announcements, meeting materials, emails, etc.; ensure accuracy and alignment with the CEO's voice.
  • Confidentiality : Handle all matters, documents, and discussions with extreme discretion, professionalism, confidentiality and integrity.
  • Contacts : Maintain and update contact lists for important partners and industry leaders.

    • 3. Travel & Logistics Coordination

  • End-to-End Travel Planning : Manage all aspects of domestic and international travel, including complex itineraries, visa requirements, booking accommodations, meal planning, and preparing comprehensive travel packets.
  • Expense Management : Prepare and submit detailed expense reports, manage invoices, and track budget adherence.

    • 4. Project Management & Operational Support

  • Initiative Tracking : Track progress on key corporate initiatives and deliverables, ensuring deadlines are met and timely updates are being provided.
  • Administrative Excellence : Organize and maintain electronic and physical files, manage supplies for the executive office, and assist with occasional personal scheduling tasks.
  • Event Coordination : Plan and execute small to large-scale events, including executive offsites, leadership retreats, and internal team celebrations and events.
  • Other duties as assigned.

    • Required Qualifications

  • Experience : 7-10 years of experience supporting a C-Level Executive (CEO, COO, or President) in a fast-paced corporate environment.
  • Technical Mastery : Advanced proficiency with productivity software (e.g., Microsoft Office Suite, Google Workspace), and virtual meeting platforms (Zoom, Teams).
  • Communication Skills : Exceptional written and verbal communication skills, able to convey complex information clearly and professionally to all levels of the organization.
  • High Discretion : Demonstrated history of managing highly sensitive and confidential information with unwavering integrity and professionalism.
  • Proactive & Resourceful : Must possess a strong sense of urgency to achieve objectives, the ability to anticipate needs, effectively trouble-shoot conflicts and challenges, and a proven track record of identifying problems and solving them independently and effectively.
  • Judgment and Problem-Solving : Uses sound judgment and makes quality decisions independently, resolves issues calmly and efficiently, exhibits a positive "can do" attitude to identity alternatives to solve problems and improve results.
  • Adaptability : Capacity to navigate ambiguity and adjust to new information, changing strategic direction and unexpected obstacles under pressure.
  • Collaboration : Is a team player, willing to jump in and help others, is approachable, inclusive and respectful, gains trust and support across the organization.
  • Organizational Skills : Can maintain order in a demanding and changing environment.
  • Accountable : Takes personal responsibility for outcomes and actions.
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    Executive Assistant • Irving, TX, US