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Form of workJob Description
Position Summary:
The Executive Assistant to the CEO at Biomason is primarily responsible for providing comprehensive support to the CEO and will provide support to the Board of Directors and the Executive Team as needed. This dynamic position requires the ability to anticipate needs, think critically, be extremely well-organized, have impeccable time management skills including prioritization, and have exceptional attention to detail, all with a high level of professionalism and confidentiality. The Executive Assistant serves as the primary point of contact for all matters pertaining to the CEO.
Responsibilities:
Coordinate complex scheduling and sophisticated calendar management while ensuring executive schedules are followed and respected. Provides “gatekeeper” role to executives’ time.
Facilitate and manage internal and external communications; manage content and flow of information to executive team members.
As tasked, organize executive and leadership meetings, all-staff meetings, board meetings and retreats to include invitations, preparation of agendas, presentation materials, and minutes. Maintain general meeting flow (through support of agenda, and background assistance) to ensure successful outcomes of every meeting.
Organize meetings; draft agendas, slide presentations, handouts and other materials; take detailed meeting minutes; distribute meeting follow-up items and task assignments.
Arrange, manage, and coordinate detailed and sometimes complex domestic and international executive itineraries and travel. Prepare and maintain accurate and detailed expense reports.
Perform administrative and office support, such as typing, dictation, spreadsheet creation, memo creation, minute keeping, catering, and action items. Maintain filing systems and contact database.
Maintain professionalism and strict confidentiality with all materials, and exercise discretion at all times.
Perform other duties as assigned
Education/Qualifications:
5+ years’ experience in a general administrative role with experience supporting executive management and Board of Directors.
Associates Business Degree, Bachelor’s preferred
Proficiency with Google Office Suite (Gmail, Sheets, Docs, Slides, etc.)
Knowledge, Skills & Abilities:
Experience managing travel, purchasing and expense systems.
Experience with discretion with high-level, sensitive subjects.
Enthusiastic, self-motivated, proactive, effective under pressure, and flexible.
Ability to work with minimal supervision, work well individually and in teams, share information, and support colleagues.
Excellence in following up and following through; and taking initiative in supporting executives.
Clear and punctual communication skills, including the ability to be strategic and tactical.
Comfortable and nimble with a demanding, fast-paced work environment and available to complete tasks as necessary; not excluding an occasional evening or weekend.
Extremely detail oriented and advanced written and verbal communication skills.
Ability to balance multiple meeting requests and anticipate the CEO’s priorities.
Ability to generate effective meeting agendas with strategic input provided.
Occasional travel may be required.
Physical & Mental Requirements:
Remaining in a stationary position, often standing or sitting for prolonged periods.
Communicating with others to exchange information.
Cognitive skills needed include abilities such as learning, remembering, focusing, categorizing, and integrating information for decision making, problem-solving, and comprehending.
Ability to lift up to 15 pounds.
Working Environment
Typical office environment.
Biomason Inc. is an Equal Opportunity Employer.
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability.
