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Executive Assistant to the President & CEO - Washington DC
Company: National Restaurant Association Location: Washington, DC
Posted On: 04/19/2024
DescriptionThe Executive Assistant to the President & CEO provides high-level, executive support to the President & CEO of the National Restaurant Association. Reporting to the Chief of Staff, the Executive Assistant has a direct working relationship with CEO and performs tasks at the direction of the Chief of Staff as well as the CEO. The ideal candidate with be a dynamic, resourceful professional capable of managing a wide range of executive and administrative support tasks. This role requires exceptional communication skills, superior attention to detail, and a commitment to handling highly confidential information with discretion. The Executive Assistant will play a crucial role in ensuring the smooth operation of the Executive Office and contribute to the efficiency and effectiveness of the Executive Leadership Team (ELT) RESPONSIBILITIES Calendar Management - Manage the CEO's complex and dynamic calendar, including scheduling appointments and making travel arrangements.
- Serve as the primary contact for internal and external scheduling requests for the CEO.
- Pre-plan the CEO's commitments weeks and months in advance, and proactively deconflict appointments.
- keep the CEO and Chief of Staff appraised of changed to the CEO's schedule.
Travel Arrangements - Arrange domestic and international travel, including flights, lodging and ground transportation.
- Ensure travel itineraries and briefing documents are well-organized and meet the CEO's preferences and requirements.
- Personal travel arrangements may be requested on occasion.
Expense Reports and Timesheets - Prepare, reconcile and submit expense reports and timesheets on behalf of the CEO.
- Conduct initial review of CEO's direct reports' expense reports and timesheets to ensure timely processing and preempt any missing or inaccurate data.
- Process Executive Office invoices and track expenses.
Communication and Correspondence - Draft and edit emails, letters, and other communication on behalf of the CEO.
- Monitor the CEO's email inbox and phone messages and identify requiring action.
- Manager the CEO's contacts.
- Prepare hand-written notes from the CEO to staff on special occasions.
- Screen incoming calls. Take and deliver accurate messages. Respond to requests and inquiries by gathering information and referring non-routine calls to the appropriate staff.
- Open and sort Executive Office mail.
- Be responsive to emails, texts, and phone calls during normal business hours (9am - 5pm, M-F) and monitor communications, as well as CEO movements, outside of normal business hours.
Document Management - Organize and maintain Executive Office electronic and physical files.
- Prepare and/or contribute to the CEO's briefing materials, ensuring relevant background information is gathered and assembled in a timely manner.
- Prepare and/or proofread reports, presentations, and other documents.
- Conserve the CEO time by researching, collecting, and analyzing information in advance.
Meeting Support - Coordinate logistics for the CEO's meetings and calls, including arranging venues, catering, A/V, and other materials as needed.
- Welcome the CEO's guests by greeting them warmly, in person or on the phone.
- Maintain and order Executive Office supplies.
Project Management - On the CEO's behalf, coordinate with other teams to ensure project timelines and objectives are met.
- See to it that the CEO follows through on commitments and meets deadlines.
- As a skilled specialist, complete tasks in a resourceful, effective, cost-effective manner.
- Plan and execute special project and initiatives as directed by the CEO and the Chief of Staff, including the CEO's personal events or family needs on occasion.
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