Executive Assistant to the Chairman and CEO
EXECUTIVE ASSISTANT TO CHAIRMAN AND CEO - IntelligentMDx
Great opportunity for a top-notch executive assistant with exceptional communication skills, eye for detail, and an upbeat, polished, adaptable style. Duties are complex and confidential requiring the highest level of discretion and independent judgment. The Executive Assistant serves as chief liaison and right hand to the Chairman and CEO. This highly visible role requires business professionalism, the ability to multi-task and work effectively and efficiently handling confidential executive and company matters with the utmost discretion.
The role will be the Executive Assistant to the Chairman & CEO (referred to as the CEO for the rest of the description). The CEO recognizes the value of a highly accomplished Executive Assistant in supporting her in executing her role, and working in a highly collaborative partnership. The role will be chief liaison and right hand to the CEO, communicating daily with the highest levels of senior management, our board of directors, our investors and our partners.
The key responsibilities will include:
Strategically book/managing the calendar to maximize the CEO’s efficiency, based on initiatives and priorities. Booking appointments, managing Executives’ to-do’s, and maintaining frequently changing calendars.
Act as chief liaison-Managing all incoming calls and emails, providing information in response to requests, and exercising judgment when filtering inquiries
Prepare the CEO for trips and meetings by clarifying the purpose of meetings, preparing agendas, pulling background materials and preparing briefing documents. Following meetings, generating meeting notes, document follow up activities, and ensuring timely completion of commitments made.
Organizing travel and itineraries with travel agent support, including international travel for the CEO, managing the travel process from end to end to include all ground transport and hotel bookings, meeting room requirements and catering.
Effectively manage the CEO’s personal affairs, including errands, scheduling of personal appointments, plan personal events and meetings, as well as travel arrangements.
Provide support to the CEO in preparation for Board meetings and executive team meetings both from a logistics and content perspective.
Assist in ad-hoc reports and special projects as needed often requiring independent discretion and follow up
Assist with creation/modification of presentations, spreadsheets, and other various documents
Prepare, reconcile, and track expense reports
Candidate should have strong communication skills – oral and written and be able to convey the spirit of the business through the tone of his/her communication. A key part of the role will be managing the written correspondence. S/He must have very accomplished written skills, be able to project the company through his/her style and must be able to interact and communicate effectively with individuals at all levels of the organization up to and including Board level.
Skills and Requirements for the role
Must be proven as an Executive Assistant – The successful applicant will have at least 12 years of experience supporting “C” level executives. Self-directing, the job holder will be capable of operating independently and prioritizing workload, making sound decisions based on the executives’ priorities and preferences.
Experience of managing a very dynamic calendar, sometimes working across multiple time zones, managing teleconferences with multiple parties.
Must operate as a filter to the CEO – this requires the job holder to absorb and manage large amounts of information so that s/he can operate as a partner to the CEO.
Extremely organized and efficient, with excellent attention to detail, and a calm and confident demeanor. Must project a professional image, as an ambassador for the CEO. The capability to be discreet and maintain confidentiality is absolutely essential.
Very strong IT skills – must have high proficiency on IT applications (Word, Excel, PowerPoint), web
Highly accomplished communication skills, highly articulate verbally, and enjoy composing written communication, being creative in the way that information is presented.
Must be proactive and confident, intelligent and mentally agile, able to keep a very fast pace with the CEO. Upbeat and energetic, the job holder should enjoy working in a fast paced environment, and be motivated by getting things done.
The job holder must enjoy being part of a team, keeping abreast of what is happening in the business, being curious about what the business is doing, and have a good network to keep him/her up to date.
Successful candidates will be asked to provide “C” level references.
The job is based in Waltham, MA., and someone living within a 40 minute commute, would be ideally based to do this role.
To be considered for this position, please send your resume and cover letter to firstname.lastname@example.org.