Chief of Staff

The Chief of Staff/Executive Assistant will provide general administrative support to the Owner and Chief Executive Officer. They will be responsible for providing proactive, high-quality administrative and clerical assistance. Responsibilities include scheduling meetings, making travel arrangements, and organizing busy daily calendars.

Responsibilities

• Manages a highly active calendar of appointments, completes expense reports, arranges complex and detailed travel plans, meal reservations, itineraries, and agendas, and compiles documents for travel-related
• Assist with preparation of agendas, materials, and notes for meetings
• Organize and prioritize work to ensure projects are completed in a timely and efficient manner
• Support onsite meetings between the CEO and guests to the office, including meeting set-up, catering, and welcoming guests
• Prepare or edit presentations using PowerPoint, ensuring that the finished product is error-free
• Record notes within meetings and communicate to the appropriate parties, when applicable
• Provide a bridge for smooth communication between Owner and CEO and internal departments, demonstrating leadership to maintain credibility, trust, and support with senior management staff
• Draft acknowledgment letters, draft and respond to personal correspondence, and other tasks
• Ability to write straightforward, concise, and professional emails, memos, reports, and other documents
• Follow up appropriately and keep OOP updated on things happening in the environment
• Maintain a positive working relationship with and communicate effectively with all business leaders
• Maintain an efficient office environment, including arranging office setup, coordinating other activities as needed, and participating in event planning/catering
• Ability to utilize organization and planning expertise to prioritize tasks, schedule meetings, and resolve conflicts without burdening the executive leader
• Prepare read-ahead material when appropriate
• Summarize correspondence, highlight key issues or topics of interest, and follow up to ensure proper and timely response
• Perform other duties as assigned

Qualifications

• Five years or more of experience in an executive administrative role of a significant enterprise
• Bachelor’s degree (or equivalent experience) in business administration or similar field
• Excellent time management skills with discipline and a personal accountability mindset
• Excellent organizational skills with the ability to prioritize tasks
• Must have exceptional written and verbal communication skills with strong attention to detail with excellent proofreading skills
• Must be adept at resolving issues that arise
• Proven work experience as a Senior Executive Assistant, Executive Administrative Assistant, or similar role
• Experience with Microsoft Outlook, PowerPoint, and Word
• Ability to anticipate tasks and how to do them
• Ability to maintain confidentiality