Executive Assistant for CEO & COO - Hybrid Job at Seamless.AI in Columbus

The Executive Assistant will coordinate office activities and operations while providing clerical and administrative support to the CEO and COO and additional senior leaders as necessary.

Administrative Support

• Manage and prioritize complex calendars for the CEO and COO, including scheduling meetings, appointments, and travel arrangements.
• Handle correspondence, phone calls, and emails on behalf of the CEO and COO, ensuring prompt responses and appropriate delegation.
• Prepare agendas, materials, and notes for executive meetings; follow up on action items post-meeting.
• Draft and edit presentations, reports, and other executive-level documents.
• Scan, save, and organize files and documents. Including all company mail.

Communication & Coordination

• Act as a liaison between the executives and internal departments, as well as external partners, stakeholders, and clients.
• Facilitate communication between the CEO/COO and key stakeholders, ensuring timely flow of information and addressing any urgent matters.
• Coordinate and manage high-level relationships on behalf of the executives.

Project Management

• Assist in the planning and execution of key projects or strategic initiatives, ensuring deadlines are met and resources are appropriately allocated.
• Track progress and keep the executives informed of critical updates or issues related to ongoing projects.
• Support research and data analysis tasks related to new initiatives, partnerships, or operational improvements.

Travel & Event Management

• Organize domestic and international travel for the CEO and COO, including flights, hotels, ground transportation, and itineraries.Plan, coordinate, and execute company-wide events, executive offsites, board meetings and client events.
• Ensure smooth logistics for all events and correspondence with vendors, hotels, caterers, etc.
• Be on-site for company-wide meetings, travel required, to handle coordination and communication with team members and vendors.

Confidentiality & Discretion

• Handle sensitive and confidential information with the utmost discretion and professionalism.
• Maintain security of sensitive executive documents, including financial, legal, and strategic materials.

Operational Efficiency

• Proactively identify and implement improvements in office and executive workflows.
• Assist in expense tracking, budget management, and preparation of financial reports as needed.
• Ensure the CEO and COO are adequately prepared for meetings and engagements by providing briefing materials, talking points, and background research.

Miscellaneous Tasks

• Assist with ad-hoc tasks and special projects that align with the priorities of the CEO and COO.
• Handle crisis management by prioritizing urgent tasks and finding solutions for immediate concerns.
• This role is critical in ensuring that both the CEO and COO are supported in all aspects of their business operations, allowing them to focus on high-level strategic tasks.

• Strong organizational and time-management skills, with an ability to multitask and prioritize effectively.
• Strong attention to detail.
• Excellent executive presence with proven strong verbal and written communication skills and experience
• High proficiency in office productivity software (e.g., Microsoft Office, Google Workspace).
• Proficient calendar management skills with the ability to proactively forecast calendars and anticipate needs/possible conflicts.
• Problem-solving and project management skills.
• Ability to work independently and under pressure in a fast-paced environment.
• Self-starter and self-motivated to investigate, discover, and find solutions.
• Discretion, confidentiality, and integrity in handling sensitive matters.
• Proficient in Google workspace and virtual meeting software (Zoom and Google Meet)

• High school diploma or equivalent required
• Associate's degree in office administration or related field preferred.
• At least 4 years of administrative/clerical experience supporting executive leadership and board of directors required.
• Must be located in Columbus, Ohio.
• Must be able to meet with COO in person at least once a week.
• Light travel to quarterly meeting when not held in Columbus, Ohio