ICBD Holdings is hiring: Executive Assistant to Chief Executive Officer in Fort

Position Overview: We are seeking an exceptionally skilled and highly diligent Executive Assistant to support our CEO. The ideal candidate will possess a polished work style, impeccable attention to detail, and a commitment to triple-checking all work for accuracy. This role demands a proactive, organized, and resourceful individual who can manage a wide range of administrative and executive support-related tasks with efficiency and discretion.

Key Responsibilities:

• Executive Support: Provide high-level administrative support to the CEO, including managing calendars, scheduling meetings, and coordinating travel arrangements.
• Communication Management: Handle all forms of communication, including emails, phone calls, and correspondence, ensuring timely and accurate responses.
• Document Preparation: Prepare, proofread, and edit documents, reports, and presentations with meticulous attention to detail.
• Meeting Coordination: Organize and coordinate meetings, including preparing agendas, taking minutes, and following up on action items.
• Project Management: Assist in the planning and execution of special projects, ensuring deadlines are met and deliverables are of the highest quality.
• Confidentiality: Maintain strict confidentiality and handle sensitive information with the utmost discretion.
• Office Management: Oversee office operations, including managing supplies, equipment, and facilities to ensure a smooth and efficient work environment.
• Relationship Management: Build and maintain positive relationships with internal and external stakeholders, representing the CEO with professionalism and courtesy.

What You'll Do

• Contribute to the CEO Office team and be willing to assist with any task or project that requires more support.
• At all times, represent the CEO and the CEO Office with professionalism, effectiveness, and kindness.
• Build and maintain a comprehensive office manual that accurately depicts workflow and responsibilities for this role.
• Manage CEO’s medical conditions, coordinating with medical professionals when necessary.
• Plan all travel, including flights, aircraft management, hotels, activity and dinner reservations, international travel authorizations and visas, meal delivery, and transportation (collaborating with office-based Executive Assistant). This includes triple-checking ALL travel plans with hotels, plane managers, etc.
• Ensure CEO’s travel preferences are communicated and adhered to.
• Plan and coordinate all personal events, including catering, décor, RSVPs, and all other event-related details. Leverage corporate events department as needed.
• Manage personal tickets, ensuring stakeholders and invitees have their tickets and that CEO has necessary tickets readily available.
• Coordinate with the team to ensure accurate logistics for vehicles (e.g., proper locations for occasion).
• Collaborate with CEO on gifting program (professional), researching and acquiring unique gifts, purchasing, wrapping, sending, and tracking.
• Coordinate services for move management and ground transportation to ensure easy family transitions between residences when necessary.
• Collaborate with the CEO to create unique, memorable, and exclusive travel experiences.
• Travel in advance of CEO on certain trips to ensure all details are covered.
• Crisis management: Be prepared to handle unexpected situations at home, such as emergencies or sudden changes in plans, with calm and efficiency.
• Use the utmost discretion to protect the privacy of the CEO and his family.
• Be available to work weekends, early mornings, and evenings regularly.

Qualifications:

• Experience: Minimum of 8 years of experience as an Executive Assistant, preferably supporting C-level executives, and preferably from a Fortune 500 company.
• Education: Bachelor’s degree in Business Administration, Communications, or a related field.
• Skills:
• Exceptional organizational and time-management skills.
• Strong written and verbal communication abilities.
• Proficiency in Microsoft Office Suite and other relevant software.
• Ability to multitask and prioritize effectively in a fast-paced environment.
• High level of accuracy and attention to detail.
• Proven ability to handle confidential information with discretion.
• Professional demeanor and polished work style.

Personal Attributes:

• Diligence: A meticulous approach to work, ensuring all tasks are completed with precision.
• Proactivity: A self-starter who anticipates needs and takes initiative.
• Reliability: Dependable and consistent in delivering high-quality work.
• Adaptability: Flexible and able to adjust to changing priorities and demands.
• Integrity: Strong ethical standards and a commitment to maintaining confidentiality.