Executive Assistant to CEO

2 months ago

Navi Mumbai, India Bloomstack Full time

***

**The Executive Assistant to the CEO is responsible for providing comprehensive support to the CEO, Board of Directors, and Executive Team and managing the organization’s office operations.**

**This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.**

**-**

**PRIMARY RESPONSIBILITIES**
- **Provide sophisticated calendar management for the CEO.**

**Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.**
- **Act as a liaison and provide support to the Board of Directors.**

**Arrange and handle all logistics for Board meetings and events: schedule meetings; draft agendas; develop, compile, and distribute presentation materials; and record meeting minutes on behalf of the Board Secretary.**

**Adhere to compliance with applicable rules and regulations set in bylaws regarding Board matters.**
- **Complete a broad variety of administrative tasks that facilitate the CEO’s ability to effectively lead the organization, including: assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense and mileage reports.**
- **Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO, including those of a highly confidential or critical nature.**

**Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect CEO’s style and organization policy.**

**Work closely with the CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately.**

**Act as a "barometer," having a sense for the issues taking place in the environment and keeping the CEO updated.**

**Anticipate CEO’s needs in advance of meetings, conferences, etc.**

**Maintain open communications with the Bloomstack team members, including meeting regularly with their operations and technology coordinator and providing information and documents as needed.**

**Coordinate all Executive Team meetings and retreats and assist with staff meetings and events as needed.**
- **Provide a "gatekeeper" and "gateway" role, providing a bridge for smooth communication between the CEO and staff, demonstrating leadership to maintain credibility, trust, and support with the Executive Team.**

**Complete projects by assigning work to appropriate staff, including the Executive Team, on behalf of the CEO.**
- **Work with the Executive Team to coordinate the CEO’s outreach activities. Follow up on contacts made by the CEO to cultivate ongoing relationships.**
- **Manage all aspects of organization’s office services.**

**Evaluate and assist in developing office policies and procedures for improved work flow and anticipate future needs as the organization grows.**

**Assist in the selection of vendors and purchase equipment, services, and supplies necessary for operation of organization.**
- **Manage information systems operations including hardware, software, desktop support, internal telecommunications, and strategic systems development and planning.**

**Provide leadership to all levels of the organization, including the Bloomstack team to meet their current and future information needs.**

**Prepare budget recommendations.**
- **Replenish office materials such as snacks, printer supplies, paper, office supplies, etc.**
- **Provide event management support as requested.**:

- **Provide hospitality to all guests and help to create a welcoming environment.**
- **Answer the main phone line and respond to inquiries.**
- **Invest in building long-lasting relationships both externally and internally.**
- **Manage petty cash reimbursements and reconciliation.**
- **Other projects/duties as assigned for the overall benefit of the organization.**

**_
QUALIFICATIONS/EXPERIENCE SUCCESSFUL CANDIDATES WILL POSSESS THE FOLLOWING QUALIFICATIONS:_**
- **Strong ability to execute work with a diversity, equity, and inclusion lens.**
- **Significant executive support experience, including supporting C-level executives.**
- **Expert proficiency with Microsoft Office and desktop publishing software; ability to design and edit graphic presentations and materials.**- **Strong verbal and written communication skills in English.**
- **Exceptional organizational skills and impeccable attention to detail.**
- **High degree of professionalism in dealing with diverse groups of people, including Board members, senior executives, staff, community leaders, and partners.**
- **Make appropriate, informed decisions regarding priorities and available time.**
- **Ability to complete a high volume of tasks and projects

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