Executive Assistant for CEO & COO - Hybrid - Seamless.AI

The Opportunity:

The Executive Assistant will coordinate office activities and operations while providing clerical and administrative support to the CEO and COO and additional senior leaders as necessary.

Responsibilities:

Administrative Support

• Manage and prioritize complex calendars for the CEO and COO, including scheduling meetings, appointments, and travel arrangements.
• Handle correspondence, phone calls, and emails on behalf of the CEO and COO, ensuring prompt responses and appropriate delegation.
• Prepare agendas, materials, and notes for executive meetings; follow up on action items post-meeting.
• Draft and edit presentations, reports, and other executive-level documents.
• Scan, save, and organize files and documents. Including all company mail. 

Communication & Coordination

• Act as a liaison between the executives and internal departments, as well as external partners, stakeholders, and clients.
• Facilitate communication between the CEO/COO and key stakeholders, ensuring timely flow of information and addressing any urgent matters.
• Coordinate and manage high-level relationships on behalf of the executives.

Project Management

• Assist in the planning and execution of key projects or strategic initiatives, ensuring deadlines are met and resources are appropriately allocated.
• Track progress and keep the executives informed of critical updates or issues related to ongoing projects.
• Support research and data analysis tasks related to new initiatives, partnerships, or operational improvements.

Travel & Event Management

• Organize domestic and international travel for the CEO and COO, including flights, hotels, ground transportation, and itineraries.Plan, coordinate, and execute company-wide events, executive offsites, board meetings and client events. 
• Ensure smooth logistics for all events and correspondence with vendors, hotels, caterers, etc. 
• Be on-site for company-wide meetings, travel required, to handle coordination and communication with team members and vendors.

Confidentiality & Discretion

• Handle sensitive and confidential information with the utmost discretion and professionalism.
• Maintain security of sensitive executive documents, including financial, legal, and strategic materials.

Operational Efficiency

• Proactively identify and implement improvements in office and executive workflows.
• Assist in expense tracking, budget management, and preparation of financial reports as needed.
• Ensure the CEO and COO are adequately prepared for meetings and engagements by providing briefing materials, talking points, and background research.

Miscellaneous Tasks

• Assist with ad-hoc tasks and special projects that align with the priorities of the CEO and COO.
• Handle crisis management by prioritizing urgent tasks and finding solutions for immediate concerns.
• This role is critical in ensuring that both the CEO and COO are supported in all aspects of their business operations, allowing them to focus on high-level strategic tasks.

Skillset:

• Strong organizational and time-management skills, with an ability to multitask and prioritize effectively.
• Strong attention to detail.
• Excellent executive presence with proven strong verbal and written communication skills and experience 
• High proficiency in office productivity software (e.g., Microsoft Office, Google Workspace).
• Proficient calendar management skills with the ability to proactively forecast calendars and anticipate needs/possible conflicts.
• Problem-solving and project management skills.
• Ability to work independently and under pressure in a fast-paced environment.
• Self-starter and self-motivated to investigate, discover, and find solutions.
• Discretion, confidentiality, and integrity in handling sensitive matters.
• Proficient in Google workspace and virtual meeting software (Zoom and Google Meet)

Education and Requirements:

• High school diploma or equivalent required
• Associate's degree in office administration or related field preferred.
• At least 4 years of administrative/clerical experience supporting executive leadership and board of directors required.
• Must be located in Columbus, Ohio. 
• Must be able to meet with COO in person at least once a week.
• Light travel to quarterly meeting when not held in Columbus, Ohio

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