Executive Assistant Job at First Management, Inc. in Lawrence

Job Description

 We are seeking a part-time Executive Assistant to provide support to a proven and successful CEO with multiple fast-paced business ventures and a dynamic lifestyle. The primary duty of this position is to support the CEO by offering reliable, organized, and swift logistical support to the personal aspects of the CEO’s life. This person must have an intuitive, decisive, common-sense approach with strong organizational skills. 

The Executive Assistant will work with the house management staff to ensure excellent cross-communication and execution of daily necessities. Examples of this type of work include monitoring the CEO’s emails and updating the calendar, preparing credit card reports for the finance department, gift buying, travel arrangements, running personal errands, and getting meals delivered.

Requirements

·       5 years’ experience preferred.

·       Extremely detail-oriented.

·       In-depth understanding of entire MS Office suite, Zoom, operating systems of both Mac and Windows.

·       Must be able to meet deadlines in a fast-paced, quickly changing environment.

·       A proactive approach to problem-solving with strong decision-making skills.

·       Professional verbal and written communications skills.

·       Integrity and discretion in handling private and confidential information.

·       Ability to travel and work remote.

·       Flexibility with schedule to include some support on evenings and weekends.

·       Exemplary planning and time management skills and ability to organize a daily workload by priorities.

Responsibilities (include but are not limited to):

·       Opens, reads, sorts, distributes and/or responds to incoming mail, emails and other correspondence daily.

·       Coordinates meetings, schedules appointments and maintains calendars.

·       Updating, securing, and backing-up the CEO’s personal and professional technology.

·       Maintains an ongoing dashboard of projects, initiatives and timelines.

·       Ability to successfully manage multiple small projects and responsibilities simultaneously.

·       Creates and maintains organized filing systems, both electronic and physical.

·       Uses various software, including word processing, spreadsheets, databases, calendars, email, and presentation software.

·       Ensures that sporting event tickets are distributed in a timely manner.

·       Coordinates and communicates travel arrangements for CEO and family.

·       Coordinates and procures gifts for family, friends and clients.

·       Coordinates or assists coordinating family or client events.

·       Communicates with house manager to ensure that expectations for events and travel are met.

·       Orders supplies as needed.

·       Provides general administrative support.

·       Implements security protocols for passwords, financials and other sensitive information.

·       Creates, maintains, and streamlines systems and processes.