Executive Assistant to the CEO

Position Overview:

Reporting directly to the Chief Executive Officer (CEO) the Executive Assistant serves as the primary point of contact for the internal and external constituencies on all matters pertaining to the office of the CEO. This role plays a pivotal role in ensuring the smooth and efficient operation of the CEO’s office, providing high-level administrative support in managing schedules, coordinating meetings, and handling confidential information with the utmost discretion. This position requires exceptional organizational skills, attention to detail, and the ability to anticipate needs and proactively address them.

This role is an onsite (full-time) role in Research Triangle Park, NC.

Responsibilities:

• Completes a broad variety of administrative tasks for the CEO including managing an extremely active calendar of appointments, completing expense reports, composing and preparing correspondence, arranging complex and detailed travel plans, itineraries and agendas.
• Plans, coordinates, and ensures the CEO’s schedule is followed and respected.
• Researches, prioritizes, and follows up on incoming administrative issues and concerns addressed to the CEO and assists with determining the appropriate course of action, referral, and response.
• Supports the CEO in various projects and initiatives, including research, data analysis and coordination with other team members and departments.
• Organizes and maintains electronic and paper files, records and documents, ensuring confidentiality and accessibility. Manages sensitive information and maintains discretion at all times.
• Assists in the preparation of PowerPoint presentations.
• Builds and maintains strong relationships with key stakeholders, both internal and external, on behalf of the CEO. Represents CEO professionally and courteously in all interactions.
• Provides a bridge for smooth communication between internal departments, demonstrating leadership required to maintain credibility, trust, and support with executive leadership team.
• Prepares expense reports, purchase requisitions, and other miscellaneous forms.
• Arranges programs, events, and conferences by arranging for facilities and caterers, issuing information/invitations, coordinating speakers, and controlling event budget.
• Periodically assists in administrative tasks and coordinating travel for members of the Executive Leadership Team, particularly when they are accompanying the CEO on trips to ensure synchronization.

Education:

• Bachelor’s degree preferred.
• Executive Education Certifications (CAP, CEAP) are a plus.

Experience:

• Minimum 5 years of experience as an administrative assistant, including a minimum of 2 years’ prior experience supporting Executive or Senior Management level personnel.
• Minimum 2 years of planning complicated travel itineraries, including global travel.
• Demonstrated proficiency in Microsoft Office Suite (Word, PPT, Excel).
• Proven discretion with highly confidential information/documents.
• Flexibility in work schedule for crunch periods is required.

Skills:

• Must have the ability to manage diverse volume of work and manage appropriate priorities.
• Excellent written and verbal communication skills with the ability to professionally and diplomatically interact with all levels of the organization.
• Exceptional attention to detail.
• Exceptional organizational skills.
• Flexibility to adapt to changing priorities in a fast-paced environment.
• Able to remain extremely professional, composed, and competent in a multi-tasking, rapidly changing environment.