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Executive Assistant CEO - StaffWorks, LLC

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StaffWorks, LLCSan Diego, CA
  • Responsibilities: Completes a broad variety of administrative tasks for the CEO including, but not limited to, the following: managing an extremely active calendar of appointments, completing expense reports, and composing and preparing correspondence that is at times confidential.
  • Plans, coordinates and ensures the CEOs schedule is followed and respected.
  • Prioritizes, and follows up on day-to-day issues and concerns addressed to the CEO, including those of a sensitive or confidential nature.
  • Implements appropriate course of action, referral or response as directed by the CEO. Works closely and effectively with the CEO to keep her well informed of upcoming schedule commitments and responsibilities, following up appropriately.
  • Prioritizes conflicting needs, handles matters expeditiously, proactively and follows through on projects to successful completion, often with deadline pressures.
  • Arranges complex and detailed travel plans, itineraries, and agendas, and compiles documents for travel-related meetings.
  • Accompanies the Office of the CEO when requested.
  • Handles the tracking, management and organization of materials/documents requiring CEO review/approval.
  • Ensures a high sensitivity for, and upholds, confidentiality and handles matters of the Office of the CEO with discretion and sound judgement.
  • Applies professionalism and diplomacy when interfacing or communicating (verbal or written) with various departments, other executives in the organization, Board members on behalf of the CEO. Works closely with other members of the Office of the CEO on materials preparation and special projects, as needed to fulfill CEO priorities.
  • Oversees the day-to-day support for a bi-coastal Office of the CEO, such as supply ordering and ensuring office equipment is in satisfactory working order.
  • Arranges online and virtual corporate meetings, programs and events by arranging for facilities and caterers, issuing information, coordinating speakers and controlling event budget.
  • Oversees and/or provides support for meetings (i.e. preparation of materials, room setup, food, etc.)
  • Maintains an organized filing system of paper and electronic documents.
  • Assists with management and reconciliation of expenses for department budget and various programs, process invoices for payment.
  • Provides reliable, consistent office coverage by maintaining excellent attendance.

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