Executive Assistant - CBTS : Job Details

Job Purpose:

The Executive Assistant provides high-level, confidential administrative support to the Chief Executive Officer, acting as a trusted liaison and ensuring smooth operations within the executive team. This role involves handling a wide range of executive support, managing complex schedules, coordinating travel, facilitating communication across the organization, and contributing to the CEO's effectiveness and efficiency.

Essential Functions:

• Manage the CEO's calendar, including scheduling appointments, internal and external meetings, and travel arrangements.
• Coordinate logistics for meetings, events, and conferences, ensuring all materials and equipment are prepared.
• Handle confidential and sensitive information with a high degree of professionalism and discretion.

• Act as a primary point of contact between the CEO and internal/external stakeholders.
• Screen, prioritize, and handle all incoming communications, including emails, phone calls, and correspondence.
• Draft, edit, and proofread communications and reports on behalf of the CEO.

• Assist in the coordination and tracking of key projects, following up on progress, deadlines, and deliverables.
• Prepare detailed research and analysis to support decision-making processes.
• Coordinate with department heads and teams to ensure alignment on critical initiatives and projects.

• Plan and book the CEO's travel arrangements, including flights, accommodations, and itinerary management.
• Prepare travel documents, agendas, and reports for trips.

• Organize and prepare materials for board meetings, executive team meetings, and other events.
• Take meeting minutes and ensure follow-up on action items.
• Manage document flow, maintain records, and organize archives of meetings and critical documents.

• Manage expense reporting, budget tracking, and other administrative tasks.
• Implement efficient processes and tools for enhancing the productivity of the executive office.
• Identify and resolve operational issues, keeping the CEO informed of any potential challenges.

Education:

• Four years of College resulting in a Bachelor's Degree or equivalent

Certifications, Accreditations, Licenses:

N/A

Experience:

• 5+ years of experience as an Executive Assistant, with experience supporting C-level executives.

Special Knowledge, Skills, and Abilities:

• Excellent verbal and written communication skills.
• Strong organizational and time management skills.
• Proficiency in Microsoft Office Suite, Google Workspace, and other relevant tools.
• Ability to manage multiple projects with precision and handle confidential information responsibly.
• Exceptional interpersonal skills, with a high degree of professionalism and cultural sensitivity.
• Flexibility to work occasional extended hours as needed.

Supervisory Responsibility:

This position does not have supervisory responsibilities.