Reporting to the Chief Executive Officer, the Executive Assistant is routinely called upon to respond to queries and demands on behalf of the CEO, and must be highly professional, trustworthy, organized, diplomatic, an excellent writer, analytical, and highly motivated to ensure success. This position requires careful attention to detail, willingness to assume responsibility and exercise independent judgment, strict confidentiality, strong organizational skills, discretion, strategic thinking, and excellent communication and interpersonal skills. The Executive Assistant will work collaboratively with the CEO, executive leadership, Board members, and a diverse group of internal and external stakeholders.
Essential Duties/Responsibilities:
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SCHEDULE MANAGEMENT
- Schedules and organize complex activities such as meetings, video conferences, town hall meetings, and coordinate department activities as required
- Serves as the primary contact for internal and external scheduling requests for the CEO. Pre-plan the CEO's commitments and proactively deconflict CEO's schedule, ensuring the most effective use of the CEO's time
- Ensures the CEO's schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for access to the CEO's time
- Works closely and effectively with the CEO to keep them well informed of upcoming commitments. Acts as a "barometer," having a sense for relevant issues taking place and keeping the CEO updated
- Coordinates logistics for CEO's meetings and calls including agenda items and technology setup/readiness
TRAVEL MANAGEMENT
- Manages the CEO's travel. Handle all logistical requirements (flight, hotel, transportation) for the CEO's field travel (domestic and international)
- Supports the smooth planning and management of travel, meetings, and other important engagements
- Coordinates the overall itinerary and agenda for travel for the CEO by working closely with other team members as necessary to ensure that all supporting documents, agendas, and briefs are prepared, organized, and shared as needed
WRITTEN COMMUNICATIONS
- Prepares, edits and proofreads letters, memoranda and presentations, often of a complex and/or confidential nature
- Researches and compiles timely and relevant information/data, produces reports as required, and completes special projects as assigned. Produces and distributes data in graphic, spreadsheet, or narrative format
- Manage and respond to correspondence from outside stakeholders directed to the CEO; including answering questions and meeting requests directed to the CEO
- Assists with preparation of agendas, presentation materials, spreadsheets, briefing documents, and reports. Responsible for accuracy and clarity of all materials released by the CEO
PROJECT MANAGEMENT
- On the CEO's behalf, coordinate with other teams to ensure project timelines and objectives are met
- Plan and execute special project and initiatives as directed by the CEO
- Proactively communicate status updates of initiatives to appropriate parties as required
OTHER
- Act as liaison with Board of Directors
- Prepare, reconcile and submit expense reports on behalf of the CEO
- Handle miscellaneous tasks and special projects as needed
- After-hours and event support may occasionally be required
- Other duties as assigned
Knowledge, Skills and Abilities Required:
- Strong analytic skills and ability to gather information and research independently, with limited information
- Ability to prioritize conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures
- Advanced proficiency in Microsoft Office and other relevant software. Familiarity with Microsoft SharePoint, Microsoft Teams, and SAP Concur preferred. Willingness to learn other software as needed
- Impeccable communication, presentation and interpersonal skills
- Ability to prepare, edit, and proofread written materials for internal and external distribution
- Possesses a sense of urgency and has proven ability to proactively anticipate and identify needs/expectations of CEO
- Excellent time management, prioritization, and organizational skills with exceptional attention to detail
- Ability to exercise sound judgment while working under minimal supervision
- Proven ability to thrive in a dynamic, fast-paced environment
- Exercises confidentiality and discretion in all matters
- Great work ethic accompanied by get-it-done attitude. A knack for problem solving and enjoy helping others. Demonstrated ability to work collaboratively
Education and/or Experience:
- Bachelor's degree or equivalent work experience.
- 5+ years previous experience in an administrative position at the executive level
- Demonstrated experience working with corporate executives and board members on a daily basis
- Exceptional organizational, time-management, and problem-solving skills.
- Strong written and verbal communication skills.
- Ability to switch between different tasks easily and prioritize in a fast-paced environment.
- Discretion and trustworthiness in handling highly confidential information.
- Proven ability to meet deadlines.
- Willingness to travel up to 15% of working time.
Disclaimer
The above statements are neither intended to be an all-inclusive list of the duties and responsibilities of the job described, nor are they intended to be a listing of all of the skills and abilities required to do the job. Rather, they are intended only to describe the general nature of the job. This job description is not a contract of employment, either express or implied. Employment with Cofense will be voluntarily entered into and your employment is considered at will. Cofense reserves the right to alter the job description at any time without notice.
Cofense is committed to equal employment opportunity. We will not discriminate against employees or applicants for employment on any legally recognized basis [protected class] including, but not limited to: veteran status, uniform service member status, race, color, religion, sex (including pregnancy), gender identity, sexual orientation, national origin, age, physical or mental disability, marital status, genetic information or any other status or characteristic protected by applicable national, federal, state or local laws and ordinances. We adhere to these commitments in all aspects of employment, including recruitment, hiring, training, compensation, promotion, benefits, and discipline.