Assistant to CEO

role/ Job Purpose:

Personal Assistant provides comprehensive support in a one-on-one working relationship. The Personal Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO. 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. The Personal Assistant will have 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. Personal Assistant is part of Administartive team of AIX.

Roles and Responsibilities:

Executive Support

• Completes a broad variety of administrative tasks for the CEO including: managing an active calendar of appointments, correspondence and calls; maintaining CEO’s office systems, including data management and filing; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings

• Plans, coordinates and ensures the CEO's schedule is followed and respected

• 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 senior management staff

• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, briefing papers, reports, presentations, and other tasks that facilitate the CEO's ability to effectively lead the company

• Manages a variety of special projects for the CEO, some of which may have organizational impact

• Assists Administrative team in organization of corporate external and internal events and other tasks when necessary

Communications, Partnerships, and Outreach

• Ensures that the CEO's bio is kept updated and responds to requests for materials regarding the CEO and the organization in general

• Edits and completes first drafts for written communications to external stakeholders

Qualifications:

• 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 stakeholders, including staff, senior management, board members, external partners

• Demonstrated proactive approaches to problem-solving with strong decision-making capability

• Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment

• Expert level written and verbal communication skills

• Emotional maturity

• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response

Education and Experience Requirements:

• Bachelor's degree required

• Five to ten years of experience supporting C-Level Executives

• Excellent computer skills

• Proficiency in written and spoken English