Celebrate Life International, Inc. dba Teach One to Lead One®
Job Description
Executive Assistant / Operational Coordinator
Objective:
- Relieves the Chief Executive Officer (CEO) of administrative type functions in order to increase the time the executive has available for executive level responsibilities.
- Communicates on behalf of the CEO with other executives, staff, important external stakeholders
- Coordinates operational processes to benefit the organization at large
Classification: Full time
Reports to: Chief Executive Officer.
Responsibilities:
Administration
Administrative support of the executive including complicated calendar maintenance
Acts as project manager for various special projects
Interface between external contacts/supporters and executives
Interface between executive and staff as required
Communicates with investors to coordinate logistical details and/or give company-related updates
Organize and prioritize large volumes of information and calls
Recruits and manages volunteers to increase the productivity of this position
Work independently in a fast-paced environment
Responds to and create email messages on behalf of executives
Makes travel arrangements for executives and others traveling with executives (domestic, international, personal)
Coordinate the logistics of weekly, quarterly and offsite meetings
Prepare and distribute meeting materials to Board of Directors, Executive Team, General Staff
Must properly handle time-sensitive and highly confidential information
Prepares routine and advanced correspondence on behalf of executives
Type and design general correspondence, memos, charts, tables, etc.
Organize programs, events, meetings or conferences by arranging facilities and caterers
Personal assistant to CEO to facilitate parties, car maintenance, dry cleaning, family travel
Manage expense reports for executives
Miscellaneous ad hoc projects as assigned by executives
Qualifications:
College degree or equivalent experience
Must have a high level of interpersonal skills to handle sensitive and confidential situations.
Ability to work independently and efficiently
This position continually requires demonstrated poise, tact, and professionalism
Computer and Internet savvy.
Proficient in Google® Docs and Microsoft® Office Suite
Excellent verbal and written communication skills
Extremely organized and detail-oriented
Must have good follow-through skills
Superior presentation skills and ability to prioritize and work in a deadline-driven environment
Demonstrated ability to juggle multiple tasks
Must be proactive and anticipate business needs
Working Conditions and Expectations:
Office environment
Some out-of-town travel
Excess of 40 hours per week
A wide degree of creativity and latitude is expected