Executive Assistant

The Executive Assistant provides confidential administrative support to the Chief Executive Officer. This role is critical to ensuring that the CEO is able to work efficiently, and that Clarity’s leadership team has the access and information it needs to meet established goals. The Executive Assistant will possess excellent interpersonal skills and the ability to handle confidential matters with discretion.

Applicants without current relevant experience in an Executive Assistant capacity will not be considered. Must have 3-5 years current experience.

Essential Functions

• Organize and maintain the CEO’s calendar.
• Schedule appointments and meetings as requested by the CEO.
• Maintain a calendar easily visible to the CEO.
• Notify the appropriate people of meetings. Advise people of any changes.
• Maintain the CEOs Zoom and Teams account and, when appropriate, schedule meetings on such platforms.
• Manage meeting requests from Clarity management staff, vendors, investors, affiliates, and other stakeholders. Present requests to the CEO and schedule as needed.
• When requested, attend meetings and record minutes. Distribute minutes and/or action items to those present.
• Other than financial records, maintain files of all corporate documents, records, and reports. Retrieve any such documents as necessary.
• Serve as liaison between CEO and attorneys on all legal matters handled by the CEO.
• Maintain confidential files of all legal documents.
• Retrieve and provide all documentation requested by attorneys.
• Ensure that all information requests from attorneys are logged and fulfilled.
• Ensure that any deadlines established by attorneys (e.g., to have a document notarized by a specific date) are met.
• Review billing statements from attorneys to ensure accuracy.
• Read and analyze incoming memos, documents, and reports to determine their significance and plan their distribution.
• Prepare reports, memos, letters, emails, and other documents, using word processing, spreadsheet, database, or presentation software.
• Coordinate projects assigned by the CEO.
• Meet with stakeholders to take detailed briefs and clarify specific requirements of each project.
• Track project performance to analyze the successful completion of short- and long-term goals
• Establish and execute a project communication plan.
• Coordinate project execution to monitor adherence to budget, schedule, and scope.
• Prepare project status reports by collecting, analyzing, and summarizing information and trends.
• Prepare for visits by investors, attorneys, affiliates, and other guests of the CEO.
• Ensure that visitors have clear directions for getting to the office and parking.
• Ensure that the CEO has all information and/or files necessary to conduct the meeting.
• If appropriate, ensure that guests are provided with meals and/or beverages.
• Ensure that guests are given sufficient validation to cover parking or, if guests are not driving, that transportation is arranged.
• Welcome guests and ensure that they are comfortable.
• Conduct research, compile data, and prepare reports for presentation to executives, investors, and others as requested.
• Make all travel arrangements for the CEO.

Required Competencies

• Degree or relevant years of experience 3- 5 years in an Executive Assistant role
• Expertise in using the Microsoft Office suite of programs
• Ability to type 35+ words per minute with 90% accuracy.
• Ability to juggle multiple tasks and priorities
• Superior attention to detail and follow up

Behavioral Competencies

• Integrity — Job requires being honest and ethical and maintaining confidentiality.
• Dependability — Job requires being reliable, responsible, and dependable in fulfilling obligations.
• Cooperation — Job requires being pleasant with others on the job and displaying a good-natured, cooperative attitude.
• Concern for Others — Job requires being sensitive to others' needs and feelings and understanding and helpful on the job.
• Ability to actively look for ways to help the CEO.
• Ability to adjust actions in relation to others' activities and manage one's own time and others’ time.

Compensation Information:
The range for this full-time position is $60,000- $90,000 annually. Salary ranges are determined by role, level, and location. The range displayed on each job posting reflects the minimum and maximum target for new hire salaries for the position across the US. Within the range, individual pay is determined by work location and additional factors, including job-related skills, experience, and relevant education or training. Further information about the specific salary range can be supplied during the hiring process.

Job Type: Full-time

Pay: $60,000.00 - $90,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday

Work Location: In person