Executive Assistant (EA) to the CEO

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Requirements:

• Attention to Detail
• Meticulous approach to work
• Ability to spot errors and inconsistencies
• Thorough and accurate in all tasks
• Exceptional organizational skills
• Ability to prioritize tasks and manage time effectively
• Skill in creating and maintaining efficient systems and processes
• Ability to adjust quickly to changing priorities
• Comfort with ambiguity and evolving situations
• Willingness to take on diverse tasks as needed
• Clear and concise articulation of ideas
• Ability to communicate effectively with all levels of the organization
• Active listening abilities
• Ability to analyze situations and propose effective solutions
• Critical thinking skills

Responsibilities:

• Manage projects on behalf of the CEO
• Handle CEO’s communication
• Attend meetings to take notes
• Remind CEO about tasks and assist with follow-ups
• Manage and coordinate various projects on behalf of the CEO
• Track project progress, deadlines, and deliverables
• Prepare and distribute project status reports
• Research and compile information for decision-making
• Proactively communicate with the CEO about project status and any potential issues
• Attend meetings to take detailed notes
• Identify and document key points and action items from meetings
• Assign tasks to appropriate team members or add them to project management tools
• Create and maintain a comprehensive to-do list of action items
• Follow up on tasks assigned to other people
• Remind the CEO about important tasks and deadlines
• Coordinate internal and external meetings and appointments
• Manage the CEO's weekly calendar, including business meetings, personal appointments, and family commitments
• Arrange travel plans, including flights, accommodations, and itineraries
• Schedule and coordinate various appointments (e.g., business meetings, doctor visits)
• Process and manage job applications
• Upload and edit CEO's video content for recruitment purposes
• Add captions to videos and upload them to YouTube
• Create job advertisements and descriptions for various platforms
• Research and initiate business certifications for different states
• Investigate and compare vendors for various services (e.g., business insurance, cybersecurity insurance)
• Complete and submit state-based reports and other regulatory filings
• Assist with email workflows, including client payment follow-ups
• Draft and edit correspondence on behalf of the CEO
• Manage phone calls and messages, prioritizing as necessary
• Handle sensitive and confidential information with discretion
• Assist with personal tasks as requested by the CEO
• Continuously improve processes and suggest efficiency enhancements