Executive Assistant to the Chief Executive Officer

Job Summary

The Senior Executive Assistant will work independently, under the direction of the CEO to manage the activities for the Dr. Alfiee (Media, Public Speaking and Consulting) organization. They will also lead, direct, and guide the Dr. Alfiee Organization team to facilitate the achievement of the organization’s goals.

• Utilize the highest level of discretion and confidentiality about the work.
• Oversee the workflow of team members, scheduling assignment as needed
• Act as the point of contact between the executives and internal/external clients
• Manage calendars and organize meetings and appointments.
• Serve as a primary conduit of access to CEO.
• Booking and arranging travel, transport and accommodations.
• Coordinating public speaking events and workshops.
• Provide modest research support (editing manuscripts and PowerPoint presentations)
• Collating, organizing and filing expenses via QuickBooks
• Vetting ancillary suppliers (videographers, photographers, editors)
• Some light attention will be needed to supporting the CEO in personal tasks like arranging dry cleaning pick up/delivery or office cleaning services.
• Support CEO with outreach, communications and follow up to media outlets
• Provide research support (editing manuscripts, supporting the research team, managing IRB submissions, etc.)
• Manage a virtual office (managing CEO’s calendar, sending reminders to clients)
• Oversee social media team (checking on posts, ensuring content is consistent with brand)
• Following up with web designers, checking on content)
• Make travel arrangements
• Monitor office supplies and research advantageous deals or suppliers
• Produce reports, presentations and briefs
• Develop and carry out an efficient documentation and filing system

Required Skills/Abilities:

• Proven experience as an executive administrative assistant, senior executive assistant or in other high level secretarial position
• Apple iCal calendar scheduling, GotoMeeting (communications software), Endnote (reference database) a must
• Full comprehension of office management systems and procedures
• Proficiency with MS office with a concentration on PowerPoint
• Proficiency in English
• Exemplary planning and time management skills
• Must be a self starter and work independently
• Ability to multitask and prioritize daily workload
• High level verbal and written communications skills
• Discretion and confidentiality a must