Executive Assistant to the CEO

Position Objective:

Support all of the CEO’s administrative needs including short and long-term schedule management, meeting coordination and preparation, internal and external communications, travel bookings, etc.

Essential Functions:

• Communicate, on behalf of CEO, with all internal staff, external stakeholders, and partner entities, both in US and in Israel;
• Handle all correspondence needs for CEO: sort, disperse, and prioritize all incoming correspondence;
• Answer and screen phone calls to CEO;
• Monitor and receive visitors;
• Maintain calendar for CEO: schedule, confirm, and adjust meetings, conference calls, and events as necessary, coordinate logistics (e.g. space, catering, equipment, travel, set-up, etc) for meetings and events, coordinate with partner organizations on all collaborative meeting and scheduling matters;
• Prepare CEO for meetings by preparing relevant documents and reviewing content of forthcoming meetings with appropriate lead-time;
• Make travel arrangements on behalf of CEO, including making all relevant bookings;
• Work with CEO to submit relevant expense reports on a monthly basis;
• Take minutes at meetings, edit and transcribe as required;
• Maintain filing and record keeping systems via both paper and electronic filing;
• May be assigned other tasks and duties reasonably related to their job responsibilities.

Educational Requirements:
• Bachelor’s degree or equivalent combination of education and experience.

Essential knowledge/skills/abilities:
• Minimum 5+ years related experience working as executive/administrative assistant;
• Prior experience working with senior management and major stakeholders;
• Enjoy being the “front-line” face of dynamic, entrepreneurial organization serving multiple constituencies;
• Exceptional verbal, written, and diplomatic skills;
• Ability to exercise discretion with confidential matters;
• Ease in developing relationships and forging professional partnerships;
• Team player with proven ability to work well with all levels of employees;
• Proficiency in MS Office Suite of programs with highest levels of proficiency using Outlook, Word, Teams, and OneDrive;
• Familiarity with Salesforce;
• Capacity to learn new digital platforms easily;
• Strong organizational skills with an ability to multi-task and prioritizing competing demands;
• A polished and professional demeanor.

Physical Demands:
• Regularly required to speak clearly and hear the spoken word well;
• Regularly required to physically operate routine office equipment such as telephones, computers, etc.;
• Regularly required to utilize near vision, ability to read data and documents, including spreadsheets and reports, in printed form and on computer screens.

Work Environment:
• Noise level is consistent with levels usually present in an office environment;
• Hazards present are consistent with those common to an office environment.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions unless this causes undue hardship to the organization.