Executive Assistant

Position SummaryThe Executive Assistant provides confidential administrative support to the Chief Executive Officer. This role is critical to ensuring that the CEO is able to work efficiently, and that Claritys leadership team has the access and information it needs to meet established goals. The Executive Assistant will possess excellent interpersonal skills and the ability to handle confidential matters with discretion.Essential FunctionsManage, organize and maintain the CEOs calendar, prioritizing critical business needs and scheduling meetings or appointments based on urgency and business importance. Ability to maneuver participants availability and challenging schedule conflicts with little to no impact on the CEO directlyMaintain the CEO email inbox, respond to messages, inquiries, and staff members in a timely manner with a sense of urgency and resolution. Keep the CEO consistently updated of necessary actionsAs the primary point of contact to the CEO, prioritize and determine appropriate responses, coordination of requests and execution of duties with keen adherence to the CEOs communication and management styleAttend high level meetings and document agenda and minutes, distribute informative and clearly defined MOMs including action items, owners, and timelines to all participantsMaintain files of all corporate documents, records, and reports. Retrieve any such documents as necessaryServe as liaison between the CEO and attorneys on all legal matters handled by the CEO:Maintain confidential files of all legal documentsRetrieve and provide all documentation requested by attorneysEnsure that all information requests from attorneys are logged and fulfilledEnsure that any deadlines established by attorneys (e.g., to have a document notarized by a specific date) are metReview billing statements from attorneys to ensure accuracyCoordinate projects assigned by the CEOMeet with stakeholders to take detailed notes and clarify specific requirements of each projectEstablish and execute a project communication planTrack project execution to monitor adherence to budget, schedule, and scopePrepare project status reports by collecting, analyzing, and summarizing information and trendsPrepare for meetings with investors, attorneys, affiliates, and other guestsEnsure that visitors have clear directions for getting to the office and parkingProvide the CEO and participants with an agenda including all information, reports, or files necessary to conduct the meetingWhen applicable, ensure that guests are provided with meals and/or beveragesPrepare presentations if required for executives, or meeting participantsResponsible for all international and domestic travel arrangements for the CEO (and family) including flights, hotel accommodation, and transportation servicesProvide support to the CEO in regard to personal errands, shipments, pick-ups, deliveries, event coordination, company or personal gift orders, etcRequired CompetenciesBachelors degree, preferable in business administrationMinimum 5 years experience in an equivalent role supporting a C-Level executive or business ownerProactive mindset, ability to identify, mitigate, and resolve issues independentlyDemonstrated experience with complex responsibilities and timely management of dutiesSelf Starter with high initiative and minimal supervision or direction to complete tasksSuperior communication skills both written and verbalExpertise in using all Microsoft Office suite programsAbility to juggle multiple tasks and prioritiesExcellent time managementExcellent attention to detail and follow-upAbility to maintain a high level of discretion and confidentialityBehavioral CompetenciesIntegrity Job requires being honest and ethical and maintaining confidentiality.Dependability Job requires being reliable, responsible, and dependable in fulfilling obligationsCooperation Job requires being pleasant with others on the job and displaying a good-natured, cooperative attitudeAbility to actively look for ways to helpPosition/Work EnvironmentThe position is full time in office. Office hours are generally Monday through Friday, with 8-hour shifts. Thoughnot routine, weekend hours may be required as neededTravelThis position may require a low level of travelOther DutiesThe Executive Assistant may be asked to assume other duties not listed in this job description as business needs demand