EXECUTIVE ASSISTANT TO CEO
Executive Assistant to the CEO
General Job Description
The Executive Assistant to the CEO supports the CEO in all matters, is the primary contact for internal and external relationships, and directly reports to the Chief Executive Officer. The objective of this position would be to increase the CEO’s effectiveness and efficiency by taking on projects, executing objectives, strategically organizing the days/weeks/months, and being the conduit of communication.
General Responsibilities and Roles
Lead, Manage, Accountability – The Executive Assistant to the CEO is one of the highest representatives in the company and company culture. They need to show the leadership by giving clear direction, providing the necessary tool, delegating, acting with the greater good, and setting the bar for culture. They must manage by setting clear expectations and communicating well. They must be accountable for all of their actions.
Simplify/Better processes by creating more routines and habits – This role is strategic with scheduling and the projects that are being done. This position is to improve the efficiencies of the daily activities so that the team can focus on the more strategic initiatives.
Take on special projects as necessary to support the CEO’s vision and support group. This includes, but not limited to, helping other departments, event planning, conducting research, managing budgets, running errands, putting together research, making recommendations, etc.
Support & Review CEO ROCK’s and milestone by working directly with the CEO to figure out who, what, where, when, and how’s of accomplishing the ROCK’s within the timeline.
Networking with others internally and externally by building and network of people who can share best practices to make sure the company is being financially and time-efficient, which includes sitting in for the CEO on meetings that are important to the company, but maybe in conflict with the CEO’s schedule
Strategically manage the CEO’s schedule to ensure the CEO is functioning in a proactive nature. Interactions need to be appropriately managed whether on the phone, face to face or through email. Manage, track and schedule all internal and external relationships from government relations, media requests, shareholders, and employees and customers. 30% of the CEO’s time to be spent on strategy; 12.5% to be spent on functional business reviews; 12.5% of time to be spent on people development; 25% time spent on M&A strategies; 10% time spent on matching org structure to culture; 10% of time spent on personal development for the CEO.
Manage the flow of information and filter out duplication and the non-essential items to save time and be efficient.
Job Specific Responsibilities
Completes a wide variety of administrative tasks for the CEO including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings
Delegated authority to exercise discretion and independent judgment — which involves considering, comparing, and evaluating different courses of action and then making a decision or recommending a decision
Provide analysis, recommendations, and options to CEO regarding high impact decisions
Manages key relationships as well as managing the CEO’s brand and reputation.
Facilitates special projects and ensures actions items are completed
Acts as an extension of the CEO and information funnel, filter and facilitator
Act as “gatekeeper,” creating situations for direct access to Executive(s) time.
Communicate with employees or clients on behalf of the Executive(s). Determine appropriate course of action, referral, or response.
Demonstrate a high level of leadership and credibility internally and externally to build relationships crucial to the success of the organization, and manages a variety of special projects for the Executive(s), some of which may have organizational impact.
Serve as a thought partner to the CEO and work on strategic initiatives for the company. Acts as a “barometer,” having a sense of the issues taking place in the environment and keeping the Executive(s) updated.
Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
Management of all corporate minutes (other than Board of Directors)
Job Specific Accountabilities
Trust and honesty
Coordinate Meetings/ Travel Arrangements
Strategic note-taking with how things relate to the company
Support Staff as directed
Strong knowledge of office procedures.
Strong interpersonal skills
Excellent verbal and written communication skills
Solid knowledge of office management systems.
Proven experience as a facilities manager or relevant position
Knowledge of basic accounting and finance principles
Excellent analytical/critical thinking
Minimum high school diploma, Associates/Bachelor’s degree is preferred.
Experience in administrative work
Possess excellent quantitative and analytical skills.
Proactive and good with deadlines.
Organized, detailed-oriented, and professional.
Entrepreneurial approach to problem-solving and the ability to handle a variety of tasks.
Possess excellent written and oral communication skills.
Motivated, detail-oriented, and will not accept second best.
Possess strong interpersonal skills in order to work in a diverse, dynamic, and fast-paced environment.
Self-motivated and flexible to accommodate changes in Weifield’s business strategies.
Proficient in MS Office products.
Able to use office equipment such as computer terminal, calculator, copier, and fax machine.
The Executive Assistant to the CEO reports to the CEO
The Executive Assistant to the CEO does have supervisory responsibility.
The Executive Assistant to the CEO success is measured by the following criteria:
The ability to start and manage projects without guidance from management.
Address issues as they come up
Provide updates daily
Meeting daily to make sure any roadblocks have been removed.
Start Date: TBD
Status: Full-time / Exempt
Pay Rate: Annual Salary Ranging from $50-75K
Bonus Plan: There will be a bonus plan for this position based on the metrics
Employee & Family Health Insurance: Healthcare 100% of the “Base Plan”” by WGH 1st of the month following the date of hire
Voluntary Dental/Vision Insurance: Paid by employee based on coverage selection 1st of the month following the date of hire
Disability & Accident Insurance: Paid by employee based on coverage selection 1st of the month following the date of hire
Life Insurance: Paid by the company at a rate of $50,000 policy, 1st of the month following the date of hire
HSA Plan: Employee can set aside $3600 pre-tax dollars /$7200 for Family 1st of the month following date of hire.
HSA Company Contribution: Up to a max of $600 annually, contributed through four quarterly contributions. Employee must have active work hours on the week of contribution to be eligible. This amount is included in the calculation of the max contributions allowable under an HSA plan.
PTO: Accrues 10 days per year
401k/Safe Harbor: Participate after 60 days. Weifield matches 100% of investment up to 4% after one year of consistent employment.
Phone: Monthly allowance
Weifield Group Contracting, Inc. is an Equal Opportunity Employer