Chief of Staff/Executive Assistant - GEA : Job Details

Responsibilities / Tasks

The Executive Administrative Assistant provides high-level administrative support to the executive team with a particular emphasis on internal communications. This role requires an individual with exceptional organizational, communication, and multitasking skills who can handle sensitive information with discretion. The ideal candidate will ensure smooth day-to-day operations and contribute to effective communication strategies across the organization.

Executive Support:

• Prepare meeting agendas, materials, and minutes for executive meetings.
• Manage executive calendars, schedule meetings, and coordinate travel arrangements.
• Screen incoming calls, emails, and correspondence, directing them to appropriate departments
• Assist in the preparation of reports, presentations, and confidential documents
• Serve as the primary point of contact for internal communications on behalf of the executive team (liaise with different departments for PR activities and public facing materials
• Handle personal tasks as needed for the executives

Office Administration:

• Coordinate office activities and ensure the smooth operation of the office.
• Assist with budget tracking and financial reporting, including expense management
• Plan and coordinate company events, meetings, and retreats
• Manage office supply inventory, order supplies, and handle vendor relationships
• Organize and maintain files, databases, and corporate records

Communications

• Draft, edit, and proofread internal communications, including newsletters, emails, and presentations.
• Work with Marketing to maintain corporate branding and ensure consistency across all communications.
• Coordinate communication between departments and teams to ensure clear and consistent messaging.

Project Management:

• Manage special projects as assigned by executives, ensuring timely completion and follow-up.
• Collaborate with cross-functional teams to ensure projects align with organizational goals.
• Track project progress and report on key milestones.

Your Profile / Qualifications

• Bachelor's degree in business administration, communications, or a related field (or equivalent experience).
• 5+ years of experience in executive-level administrative support and communications.
• Strong organizational skills with the ability to multitask and prioritize.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and collaboration tools (e.g., Teams, Google Workspace, etc.).
• Ability to work independently and handle confidential information with discretion.

Key Competencies:

• Strong time management and organizational skills
• Ability to work under pressure and manage tight deadlines
• Problem-solving and critical thinking skills
• Professionalism and strong interpersonal skills
• High attention to detail and accuracy.

Working at GEA Group has significant benefits!

• 11 Paid Holidays
• PTO - Paid Time Off
• Medical Plans
• Dental Insurance
• Vision Insurance
• Health Savings and Spending Accounts
• Tuition Reimbursement
• 401k with excellent employer match
• Wellness Incentive Program
• Employee Assistance Program

GEA Group is committed to fostering an inclusive work environment where all clients and employees feel welcomed, accepted and valued. We are an Equal Opportunity Employer and do not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, gender identity, status as a veteran, and basis of disability or any other federal, state or local protected class.

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