Executive Assistant To CEO

Job Title : Executive Administrative Assistant

Department:Administration

Reports toExecutive Leadership

Status Full Time/Exempt

EXECUTIVE ADMINISTRATIVE ASSISTANT

RESPONSIBILITIES

Administrative Responsibilities

• Represents both CEO and/or CMO in all communications with clients, internal staff and the

general public

• Assists in oversight of, and is familiar with, the CEO and/or CMO calendars to ensure

organizational objectives are met within desired timeframes

• Assists in managing the daily workflow of the CEO and/or CMO; responding quickly to changing

priorities.

• Assists in the management and coordination of administrative assistant activities related to travel

arrangements for CEO and CMO and approve travel arrangements for all employees

• Attend meetings with CEO, understand the business, create minutes with to do lists and then

facilitate follow-up with the executive team to ensure the items on the to do” list are accomplished

• Document review and collaboration on training to excellence
• Assist the Lead Executive Administrative Assistant and CEO in managing marketing materials,

public relations and press-releases, websites, LinkedIn and coordinate the many tasks required

for tradeshows

• Assist in business development initiatives
• Maintain highly confidential documents and files for executives
• Prepare materials for internal and external meetings as assigned, including extensive use of

PowerPoint and Word

• Assist in the office management portion of new hire employee onboarding checklist, including

ordering of business cards, name plates, scheduling travel and distribution of onboarding agenda

prior to date of hire and work with IT to provide onboarding training on phone and voicemail system

and other onboarding tasks as needed

• Performs other tasks as assigned

Office Responsibilities

• Assist in management of Company website and associated vendors
• Assist with marketing materials and associated vendors
• Assist in management of office maintenance and associated vendors
• Assist in ensuring a safe, functional and comfortable office environment is maintained
• Assist in management of office supplies and orders; maintaining inventory and proper supply

levels

• Assist with organization and coordination of vendors, in adherence to established budgets, to plan

and organize companywide celebrations, and holiday events

• Collaborate with the Executive Administrative Assistant and IT department to secure, create

inventory structure and maintain all internal IE office and building access keys and employee and

temporary badges

• Performs other tasks as assigned

EDUCATION AND EXPERIENCE

• 5+ years of relevant executive level administrative experience and education; degree preferred
• Excellent verbal and written communication skills
• Excellent computer skills including all MS Office applications
• Proven experience supporting C-level executives and interfacing with physicians and high-level

clients