Executive Assistant Job at TriSearch in Memphis

Job Summary:

The Executive Assistant will provide high-level administrative support to, primarily, the CEO, ensuring that all aspects of their schedule, communications, and operational needs are managed efficiently. This role will also assist the CDO and COO in certain day to day aspects or projects. This role requires exceptional organizational skills, discretion, and the ability to handle complex projects (with competing deadlines) and confidential information with the utmost care and professionalism.

Key Responsibilities:

Executive Support: Manage the executives calendars, including scheduling meetings, appointments, and possibly travel arrangements. Prioritize and coordinate requests to optimize the executives time and productivity.

Communication Management: Act as the primary point of contact between the CEO and internal/external stakeholders. Screen and manage incoming communications, including emails and correspondence.

Meeting Coordination: Prepare agendas, prepare for internal meetings (making sure all internal team members bring required/necessary materials to be as efficient as possible), take meeting notes and follow up on action items for meetings attended by the CEO. Ensure all necessary materials and documentation are prepared and distributed in advance.

Travel Arrangements: Plan and coordinate complex travel itineraries, including flights, accommodations, and ground transportation. Handle any changes or issues that arise during travel.

Event Planning: Plan and coordinate events (such as company off-sites) including vetting and securing of venues, food, IT needs, and other logistical issues.

Document Management: Prepare and proofread reports, presentations, and other documents as required. Ensure that all documents are accurate, timely, and aligned with the CEO's vision and objectives.

Project Assistance: Assist with special projects and initiatives as directed by the CEO. This may include research, data analysis, PowerPoint data insertion and coordination with other departments or external partners.

Confidentiality: Handle sensitive and confidential information with the utmost discretion. Maintain a high level of professionalism and integrity in all interactions.

Marketing Coordination: Act as the primary point of contact between the CEO/CDO and internal/external stakeholders. Screen and manage incoming communications, including emails and correspondence (i.e. be the gatekeeper for the minimal marketing requests that need filtering and prioritization).

Additional Support: Lend assistance (as described above) to additional company leaders as needed.

Qualifications:

Education: Bachelors degree in Business Administration, Communications, or a related field. Relevant certifications or additional training in executive support is a plus.

Experience: Minimum of 7 years of experience as an executive assistant, with a proven track record of supporting senior executives or C-suite professionals.

Skills:

Exceptional organizational and time-management skills.

Strong written and verbal communication abilities.

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and other relevant software.

Ability to handle multiple tasks and prioritize effectively in a fast-paced environment.

High level of discretion and ability to manage confidential information.

Strong problem-solving skills and attention to detail.

Attributes:

Proactive and resourceful with a strong sense of initiative.

Adaptable and able to work under pressure with a positive attitude.

Professional demeanor with excellent interpersonal skills.

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