Executive Assistant

About the role

• We are seeking a proactive and highly organized Executive Assistant to provide comprehensive administrative support to the CEO, Brett Chotkevys. As the Executive Assistant, you will play a crucial role in facilitating the CEO’s day-to-day activities, coordinating communications, and managing various executive tasks. In this role, you will also act as a key liaison with strategic partners, managing communications and event coordination to strengthen relationships and support company initiatives. The ideal candidate will have exceptional attention to detail, excellent communication skills, and the ability to handle multiple priorities in a fast-paced environment.

What you'll do

• Calendar and Schedule Management: Maintain the CEO’s calendar, scheduling meetings, appointments, and travel arrangements. Anticipate scheduling conflicts and proactively resolve them while ensuring the CEO’s time is optimized.
• Communication and Correspondence: Act as a primary point of contact for the CEO, managing emails, phone calls, and internal/external communications. Prepare and review correspondence, presentations, reports, and other documents on behalf of the CEO.
• Meeting Coordination and Support: Organize and prepare for meetings, including setting up conference calls, coordinating agendas, distributing materials, and taking detailed meeting minutes. Follow up on action items to ensure tasks are completed on time.
• Strategic Partner Liaison: Serve as the first point of contact for communications from strategic partners, managing the CEO’s inbox and prioritizing messages. Facilitate smooth interactions, ensure timely responses, and help foster strong relationships with key partners.
• Event Coordination: Plan and coordinate quarterly events with strategic partners, including scheduling, logistics, and on-site execution. Assist with the planning and execution of the company’s yearly conference, ensuring seamless event delivery and experience.
• Travel Arrangements and Expense Management: Arrange domestic and international travel, including flights, accommodations, and ground transportation. Process and track expenses, ensuring timely and accurate reporting.
• Confidentiality and Discretion: Handle sensitive information with the highest level of confidentiality and discretion, maintaining the CEO’s trust and confidence.
• Project Assistance and Coordination: Support the CEO in coordinating special projects, conducting research, and gathering relevant information. Help drive initiatives forward by tracking progress and ensuring deadlines are met.
• Stakeholder and Vendor Relations: Act as a liaison between the CEO and internal stakeholders, board members, clients, and external partners. Build and maintain strong relationships while effectively managing expectations.
• Office and Administrative Tasks: Manage and prioritize incoming requests and tasks, keeping the CEO organized and well-prepared. Assist with organizing company events and supporting administrative needs across the organization.

Qualifications

• Bachelor’s degree in Business Administration, Communications, or a related field preferred
• 3+ years of experience as an Executive Assistant or in a similar role supporting C-level executives
• Exceptional organizational and time-management skills, with strong attention to detail
• Excellent written and verbal communication skills, with a professional demeanor
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and experience with scheduling tools
• Event planning experience, including coordinating logistics and managing timelines
• Ability to handle multiple priorities in a fast-paced environment with flexibility and adaptability
• Discretion and ability to handle confidential information with professionalism
• Strong problem-solving skills and a proactive approach to anticipating needs