The Executive Assistant provides administrative and operational support to the Chief Executive Officer (CEO).
Excellent written and verbal communication skills
Ability to pay attention to detail
Ability to multitask
Basic understanding of frequently used computer software and programs, such as Microsoft Office
2-year associates degree in relevant academic program or better preferred
Primary Duties and Responsibilities
Work directly with the CEO to support all aspects of his daily work routine.
Maintain the CEO’s calendar, including scheduling meetings, appointments, speaking engagements, and travel (may include domestic and international) arrangements. Exercise discretion in committing time and evaluating needs.
Serve as a liaison between the CEO, Liquid staff and the public. This includes receiving and screening the CEO’s phone calls and visitors, answering a variety of questions with tact and diplomacy, taking messages, and directing calls appropriately for resolution.
Coordinate work with other Liquid staff as needed; play a key role in the coordination of staff efforts both within and outside the company.
Provide coordination, monitoring, and communication of high profile projects and programs by working with other senior staff.
Assist the CEO in the development of presentations and white papers for internal and external audiences.
Determine priority of matters of attention for the CEO; redirect matters to staff to handle, or handle matters personally, as appropriate.
Keep the CEO advised of time-sensitive and priority issues, ensuring appropriate follow-up.
Routinely perform a wide variety of support duties.
Handle printing, faxing, mail/overnight packages, copying, filing, and email/messages.
Sort and triage mail; maintain e-mail and other address directories.
Compose and prepare letters relating to routine correspondence for the CEO’s signature.
Schedule meetings; assist in the preparation and distribution of meeting agendas and materials.
Transcribe source material, prepare documents, reports, tables, and charts; distribute as appropriate.
Prepare, reconcile, and submit expense reports.
Maintain paper and electronic filing systems.
Maintain confidential and sensitive information.
Attend meetings and take notes of discussion; prepare the initial draft of minutes and summaries.
Complete a variety of special projects including creating PowerPoint presentations, financial spreadsheets, special reports, and agenda material.
Other additional and/or alternative duties as assigned from time to time, including supporting other departments or Executives as needed.
Proficiencies in the following languages given preferential consideration:
Spanish (Latin American dialects); Portuguese (Brazil)