Executive Assistant (Remote - Wfh)

We are seeking a highly organized and proactive Executive Assistant (EA) to provide comprehensive support to the Executive Team (President, COO and CFO) of Cognitive Medical Systems. The EA will primarily support the President with occasional tasking from the CFO and COO. This is a fast-paced and challenging role that requires a quick learner with excellent communication and interpersonal skills. The ideal candidate will be adept at managing multiple priorities, anticipating needs, and working independently, allowing the President to focus on achieving company goals.

Responsibilities:

• Calendar Management:
  • Meet with the President weekly to plan for the current and upcoming week and to keep him well informed of commitments and responsibilities, following up appropriately.
  • Manage an extremely active calendar of appointments (personal and business) for the President by:
    • Planning and coordinating the President’s schedule to ensure it is followed and respected;
    • Acting as "gatekeeper,” creating win-win situations for direct access to the President;
    • Scheduling internal and external meetings and updating the company calendar accordingly;
    • Coordinating President’s meeting logistics for client off sites (i.e. food delivery, travel, etc.);
    • Recording meeting discussions, as requested.
  • Prioritize tasks and manage the President's time effectively.
  • Prepare agendas and briefing materials for meetings.
• Communication and Correspondence:
  • Screen and manage phone calls, emails, and other inquiries directed to the President.
  • Compose and draft correspondence on behalf of the President.
  • Manage confidential information with discretion and professionalism.
  • Manage the President’s inbox on a daily basis, including:
    • Scanning and emailing documents;
    • Managing junk email folder daily;
    • Managing Drafts email folder by reviewing, finalizing and sending drafts accordingly;
    • Drafting emails for President to review and send;
    • Running interference on internal emails and sending to the appropriate party.
  • Communicate (via email, phone or in person) with customers on the President’s behalf when he is out of the office. (in case of PTO, travel or other circumstances)
  • Write thank-you notes to customers and employees.
• Travel and Logistics:
  • Plan and arrange travel for the President, including flights, accommodations, and local logistics.
  • Manage expense reports and travel budgets.
• Project Management:
  • Assist with various projects and initiatives as assigned by the President.
  • Research and compile information for presentations and reports.
  • Manage deadlines and ensure timely completion of tasks.
• Additional Duties:
  • Proactively identify and address the President's needs and anticipate potential challenges.
  • Contribute to a positive and productive work environment.
  • Stay informed about company news, industry trends, and relevant developments.
  • Assist the President with prioritizing and completing items on his task list.
  • Research, prioritize, and follow up on customer’s issues and concerns addressed to the President, and determine appropriate course of action, referral, or response.
  • Email clients with needed information or direct them to the right person.
  • Proactively assist President with organizing documents including updating drafts and filing final documents in Microsoft Sharepoint.
  • Run personal errands and complete personal tasks for the President, in order to maximize focus on sales and strategic activities (making personal appointments, etc).
  • Serve as point of contact for other team members; demonstrate leadership to maintain credibility, trust and support with staff. – Follow up with team emails and commitments to coordinate Cognitive’s commitments and actions.
  • Research, prioritize, and follow up on internal needs, issues and concerns addressed to the President, including those of a sensitive or confidential nature.

Qualifications:

• Bachelor's degree or equivalent experience in administrative or business management.
• Minimum of 5-10 years of experience as an Executive Assistant or in a similar role.
• Excellent organizational, time management, and communication skills.
• Strong attention to detail and ability to prioritize tasks effectively.
• Proficient in Microsoft Office Suite and other relevant software.
• Ability to work independently with minimal supervision.
• Excellent interpersonal skills and ability to build rapport with individuals at all levels.
• Discretion and professionalism with confidential information.
• Strong work ethic and ability to handle a fast-paced environment.

Benefits:

• Competitive salary and benefits package
• Opportunity to work in a fast-paced and dynamic environment
• Be part of a growing and successful company
• Work remotely with flexibility