What You Will Do
- Coordinate all facets of the Quarterly Board of Directors meetings, including location coordination, travel, lodging, catering, and AV needs.
- Create, maintain and uploads for distribution Board of Directors books prior to each quarterly meeting.
- Create PowerPoint presentations for the CEO for Board of Directors meetings, Quarterly Business Reviews, Employee Meetings, etc.
- Coordinate Investor meetings and non-Deal Roadshows for the CEO, CFO and Legal Counsel. Work directly with the investment firms to schedule dates, arrange travel and hotel accommodations, collect presentations for our travelling team and monitor the event for changes that require immediate action.
- Proactively schedule internal and external meetings including, but not limited to, Quarterly Board of Directors Meetings, Monthly & Quarterly Business Review meetings, monthly staff meetings, employee meetings, etc.
- Provide sophisticated calendar management for the CEO and the Executive Team.
- Prioritize requests while troubleshooting calendar conflicts with little guidance; make judgments and provide recommendations to ensure smooth day-to-day engagements.
- Coordinate all travel logistics including tracking expenses.
- Responsible for managing the company's account.
- Prioritize and manage multiple projects simultaneously with little direction and supervision.
- Provide back up for other specific tasks as needed, particularly in support of the Executive Team.
- Responsible for reviewing correspondence, arranging company dinners, events and other corporate functions, and answering questions and meeting requests directed to the CEO.
- Administer correspondence, manage incoming calls, and prioritize phone messages, emails and mail. Handle all calls and visitors with grace, sophistication and professionalism.
- Assist with recruitment efforts, scheduling interviews with the Board, CEO and the Executive Team.
Who You Are
- You can multitask effectively and efficiently, show initiative and willingness to learn, and put forth the effort to be successful.
- Openly communicate necessary information with accuracy in a timely and positive manner.
- Maintain utmost discretion: refrain from divulging confidential information.
- Listen effectively and provide solutions oriented attitude in response.
- Demonstrate respect, honesty, integrity, and fairness to all.
- Display calm and convey confidence, order and structure.
- Coach and mentor: demonstrate a willingness to use knowledge gained to distribute to others.
- Follow work procedures and policies.
- Make rational decisions and is answerable for those decisions.
- Attend work meetings, and appointments regularly and on-time.
- Complete follow-up/follow-through with assignments and decisions.
- Be aware of the potential impact of your own attitude and behaviors and make appropriate. adjustments to ensure that communication and service is purposeful and appropriate.
- Demonstrate knowledge of how different parts of the organization fit together when providing results.
- Strive to be "solution-focused" rather than "problem-focused" and present recommendations that best meet the needs of the company, its customers and employees.
- Build and maintain effective working relationships at all levels in the organization.
- Demonstrate flexibility and adaptability to change.
- Optimistic and results focused.
- Enjoy your job and have fun while doing it.
Knowledge and Experience:
- Minimum of High School Diploma, Bachelors' Degree preferred.
- 7 to 10 years' experience at senior to executive level, as an administrative assistant.
- Excellent communication skills including presentation, persuasion, and negotiation skills.
- Must be able to communicate effectively and remain calm and courteous under pressure.
- Demonstrated ability managing multiple assignments/projects and conflicting priorities with the pressure of short, demanding deadlines in a fast-paced environment.
- Use MS Word, Excel and PowerPoint at an intermediate to advanced level, as well as ability to quickly master other internal systems.
executive assistant, administrative assistant,CEO, MS
Company:CollaberaLocation:Austin - Texas - United StatesJob Types:ContractPost Date:October 26, 2021Valid Through:November 25, 2021