Executive Assistant - Job # 2337

Additional Information
  • Our Client offers an exceptional work environment, fantastic corporate culture and great benefits.
  • For confidential consideration please submit a resume and salary history to claire@fullscalesolutions.com.
  • Please be sure to include the job number with your submission.
  • Full Scale Solutions is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.
Client Synopsis:

Full Scale Solutions is currently recruiting for the following position located in Durham, NC.

Essential Duties and Responsibilities:

Reporting directly to the President and CEO, the Executive Assistant provides executive support and serves as the primary point of contact internally and externally on all matters pertaining to the CEO. Will serve as a liaison to the BOD and Senior Management. Organizes and coordinates executive events and oversees special projects. This incumbent must be creative and enjoy working within a small, entrepreneurial environment that is mission-driven, results-driven and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. This role will provide the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

Responsibilities include, but are not limited to:

  • Completes a broad variety of administrative tasks for the CEO including, but not limited to; managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is often confidential; coordinating with multiple people in arranging complex and detailed travel plans, itineraries, and agendas; compiling documents for travel-related meetings; reconciling company credit cards and managing expense reports. Ensuring all technology items are available or waiting for CEO upon arrival.
  • Plans, coordinates and ensures the CEO's schedule is followed and respected. Serves in "gatekeeper" and "gateway" role, creating win-win situations for direct access to the CEO's time and office.
  • Communicates directly, and on behalf of the CEO, with Board members, external contacts, and others, on matters related to CEO.
  • Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
  • Provides a bridge for smooth communication between the CEO's office and internal departments; demonstrating leadership to maintain credibility, trust and support with Executive Business Partners, Team and Staff.
  • Works closely and effectively with the CEO to keep her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the CEO updated.
  • Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the CEO, some of which may have organizational impact.
  • Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the CEO's ability to effectively lead the company.
  • Serve as the Secretary to the Board of Managers, accurately schedule, coordinate, plan and document Board Meetings.
  • Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
  • Facilitates written communication by grasping facts that are given verbally, in an outline form or by notes given. Performs research as necessary to include analysis of complex issues for the completion of documents. Ensures accuracy of documents in final form. Enables timely filing of copies for accuracy of administrative files.
  • Anticipate CEO’s needs and knows what CEO needs.
  • Interface and navigate meeting technologies ex: Go To Meeting, Outlook Calendars, Setting up projection and presentations with various types of equipment.
  • Create and Compile Executive and Board Presentation PowerPoint, memos, charts, tables, binders, etc. as assigned.
  • Faxing, Filing, contract and paper management for Executives.
  • Compose written communications to all staff, Board of Managers, Investors, and Key Business Partners.
  • Maintain professional demeanor & dress at all times.
  • Assist w/administrative tasks & projects, including CEO’s expense reports and credit card statements.
  • Answer phone for CEO.
  • Receive visitors and guide tours.
  • Provide excellent customer service.
  • Assist with mailing/shipping for CEO.
  • Keep meeting minutes at all meetings.
  • Project management for CEO.
  • Organize and maintain order in the CEO office.
  • Other duties, as assigned.

Knowledge and Skills:

  • Polished individual with professional maturity and a sincere desire to develop and work with an Executive Team.
  • Proven ability to exercise discretion in all matters, and be prudent when handling confidential information.
  • Ability to proof read and edit reports and other types of correspondence.
  • Clear desire to support CEO and company success.
  • Must thrive in creating order out of chaos.
  • A master communicator.
  • Ability to adapt quickly to change and prioritize as directions and workflow changes rapidly.
  • The ability to quickly and independently process ideas and implement changes.
  • Ability to anticipate, react, and adapt to changing situations and develop alternative strategies while remaining extremely calm and professional.
  • Excellent customer focus.
  • Critical thinking skills.
  • Ability to identify and mitigate risk.
  • Exceptional organizational skills and attention to detail.
  • Creativity, flexibility and resilience.
  • Sees things through to completion and follow upon on.
  • Accountable for delivery of very high quality work.
  • Serves as the CEO’s administrative liaison to Board of Managers.
  • Assists board members with travel arrangements, lodging, and meal planning as needed.
  • Maintains discretion and confidentiality in relationships with all board members.
  • Adhere to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format.
  • Record and communicate meeting minutes in a timely and professional manner.
  • Participates as an adjunct member of the Executive Team including assisting in scheduling meetings and attending and documenting all Executive meetings.
  • Coordinate the agenda and document results of senior management team meetings and off-sites, and all staff meetings.
  • Facilitates travel and outreach plans required by CEO.

Qualifications:

  • Must have a minimum of two years of college, strongly prefer 4 year degree from an accredited institution.
  • Seven (7) to ten (10) years of experience supporting a CEO, preferably in an hospital setting.
  • Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
  • Very strong interpersonal skills and the ability to build relationships with all stakeholders, including staff, board members, and Business Partners.
  • Impeccable written and verbal communication skills.
  • Demonstrated proactive approaches to problem-solving with strong decision-making capability.
  • Emotional maturity and High Emotional Intelligence.
  • Highly resourceful team-player, with the ability to also be extremely effective independently.
  • Proven ability to handle confidential information with discretion, be adaptable to various and competing demands.
  • Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment.
  • Forward looking thinker, who actively seeks opportunities and proposes solutions.
  • Must be extremely customer service focused.
  • Must be advanced in all MS suite products.
  • Must be very computer savvy; Mac and PC user, preferred.

© 2002-2017 Full Scale Solutions. All Rights Reserved.