Job Description - Executive Assistant To Ceo/office Manager
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3Job Description
Job Title: Executive Assistant to CEO/Office Manager
Reports to: CEO/President
FLSA Status: Exempt
Physical Strength: Light (L)
Executive Assistant to CEO/Office Manager / Position Summary
The Executive Assistant to the CEO/Office Manager’s primary responsibility is to provide logistical support and
office coordination to the organization, ensuring the installation of appropriate systems and tools for the team’s
success. Specifically, the position is responsible for providing assistance to the CEO/President, providing general
office management, and meeting and event coordination.
Essential Duties and Responsibilities
1. Provides comprehensive support services to the CEO/President that ensures a professional, responsive
and effective experience with the organization as a whole.
2. Provides sophisticated calendar management. Prioritizes inquiries and requests while troubleshooting
conflicts with little guidance; makes judgments and recommendations to ensure smooth day-to-day
engagements.
3. Administers correspondence, manages incoming calls, and prioritizes phone messages, emails and mail.
Handles all calls and visitors with grace, sophistication and professionalism.
Job Duties
Writes error-free, eloquent emails and letters for various events and announcements.
Updates and maintains phone lists for CEO.
Manages contacts using Outlook to conduct up-to-date database entry, tracks VIP relations and
correspondence; facilitates relationships by familiarizing his/herself with various life events (such as
birthdays, and other major milestones).
Provides complex travel arrangements. Becomes familiar with the specific, detailed needs of the CEO and
travel partners; creates consistent travel itinerary portfolios for reference and be available during travel
times to quickly address any last minute changes or cancellations.
Accurately tracks expenses for CEO by managing credit cards and receipts. Processes and submits
receipts accurately and on schedule.
Maintains confidentiality and uses a high degree of discretion.
Works in a professional and focused manner to schedule internal and external meetings including, but not
limited to, GPI Board and subcommittees, project teams, etc.
Prepares for meetings including ordering lunch, booking conference rooms, setting up projector or video
conferencing units.
Uses Outlook, Word, Excel and PowerPoint to produce materials for internal and external meetings and
conferences.
Takes notes and distributes meeting minutes, agendas and meeting packages.
Works closely with Greater Portland team to arrange meetings and events as needed.
Assists with recruitment efforts, new hire orientations, on-boarding and terminations.
Acts as a liaison with landlord and building management on any office-related issues.
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Parent category: Business