Administrative Assistant

The Administrative Assistant / Executive Support is responsible for direct support to the CEO for all business, administrative, office, and personal duties. The Senior Administrative Assistant / Executive Support will also perform as a functional support resource to fellow Executive members onsite pertaining to office / clerical needs, and suite maintenance, ensuring the office runs smoothly and efficiently. Essential Functions:Assistant to CEO functions:Maintain the CEO’s schedule and calendar, both business and personal.Schedule appointments and meetings as requested.Notify the appropriate peopleof meetings, advise in a timely manner any changes.Maintain Zoom and Teams accounts, schedule meetingson such platforms.Manage meeting requestsfrom Clarity management staff and external parties Serve as liaison betweenCEO, attorneys and/or external business partnerships on all matters handledby the CEO.Maintain confidential files of all documents.Assist with entity structure acquisitions and set-up document gathering. Retrieve and provide all documentation requestedby attorneys.Ensure that all information requests from attorneysare logged and fulfilled.Ensure that any deadlines established (e.g., to have a document signed or notarized by a specific date) are met.Prepare for visits by investors, attorneys, partners, affiliates, and other guests.Ensure that visitors have clear directions for getting to the officeand parking.Ensure that the CEO hasall information and/orfiles necessary to conduct the meeting.If appropriate, ensure that guests are providedwith meals and/orbeverages.Ensure that guests are given sufficient validation to cover parking or, if guestsare not driving, that transportation is arranged. Coordinate all CEO (and family) travel arrangements and car service required to and from airport/hotels and office.Personal Assistance functions:Deliver documents/packages to FedEx, personal residence, or other specified locationCollaborate on projects with external service providers and vendorsCoordinate logistics of moves (housing or office) Administer all personal documents, filings, mailings, and requests as needed Willingness to pick up personal items from local stores, or other office locationsIncidental errands as neededAdministrative Duties:Coordinate and Moderate meetings as needed including minutes of meetings and summary distributions to relevant stakeholders.Oversee the scheduling, maintenance, coordination, and upkeep of the office suite, ensuring a safe and productive work environmentPeriodically assist with reports, emails, and other documents using MS office applicationsRequired CompetenciesBachelor’s degree in business administration or equivalent years of experienceMinimum 5 years’ experience in an equivalent role – supporting executivesProactive mindset, ability to identify, mitigate, and resolve issues independently Demonstrated experience with complex responsibilities and timely management of dutiesSelf – Starter with high initiative and minimal supervision or direction to complete tasks Superior communication skills both written and verbal Experienced in using all Microsoft Office suite programsAbility to juggle multipletasks and prioritiesExcellent time managementExcellent attention to detail and follow-upAbility to maintain a high level of discretion and confidentiality Behavioral Competencies Integrity — Job requiresbeing honest and ethical and maintaining confidentiality.Dependability — Job requiresbeing reliable, responsible, and dependable in fulfilling obligations.Cooperation — Job requiresbeing pleasant with others on the job and displaying a good-natured, cooperative attitude.Work EnvironmentThe Senior Administrative Assistant / Executive Support worksin an office environment utilizing computers and telephones. Occasionally the role may allow or require remote capacity.Physical DemandsThe position requires sitting for extended periods of time, may require bending, standing, walking, climbing, and lifting (nor more than 20lbs)Position TypeThe position is full-time. Office hoursare Monday throughFriday, 8-hour shifts/flexibility in start and end time. TravelThis position may require a low level of travel. Other Duties The Administrative Assistant / Executive Support may be asked to assume other duties not listed in this job description