Job Details

Job Description

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

• This role is a key support position for the working as the right-hand to the COO and SVP.
• The ideal candidate acts as an ambassador of the organization and must exemplify our company culture which we call The is a high-growth organization and the COO and SVP's office specifically is very fast-paced, with an entrepreneurial approach to the daily management of our business.
• You must be able to multi-task in order to handle a multitude of short and long-term projects with, at times, competing and conflicting levels of priority.
  
• As the EA to the COO and SVP, you will be the sole provider of all administrative support and will assist them in managing their leadership teams by tracking any deliverables and ensuring that they are completed on the dates committed.
• You will also act as a resource to the Executive Team by providing them with information as needed in order to move forward varying projects that they may be working on.
  
• The ideal candidate must have the ability to think strategically, see the big picture,? recognizing impact of decisions on the operation and company and pay attention to details.
• Must be able to communicate articulately, clearly and concisely (verbal and written) and know what, when and how to communicate depending on audience and subject matter (sensitivity and timing).
• The ideal candidate must have the ability to operate independently and collaboratively and have a strong, dynamic working style and collaborator and a team player.
  
• To ensure success in this role, the candidate must be extremely detail oriented and will have a strong sense of urgency with all requests and inquiries to the office of the COO and SVP. Additionally, you must be able to maintain the highest level of professionalism when speaking with our clients on behalf of the COO and SVP, and provide them with any backup on the inquiry whenever possible prior to delivering messages.
• As a gatekeeper, you will redirect inquiries to other departments whenever possible and ensure they are followed through to completion.
  

PROFESSIONAL SUPPORT:

• Calendar Schedule all appointments for the COO and SVP with full access to calendars, with the ability to send meeting requests from him to meeting attendees.
  
• Contacts Update all of the COO and SVP's contacts including personal, client, and facility contacts for all business lines.
  
• Writing Compose letters to clients and business associates from the COO and SVP independently and from dictation and ensure that they follow through on the commitments in the letters.
• You will also send emails from the COO and SVP to business associates internally and externally and must ensure 100% accuracy.
  
• Phone When the COO and SVP are unavailable, you will answer all calls to their office and communicate messages to them accurately and handle any requests personally whenever possible.
  
• Meetings Schedule all recurring meetings with leadership teams and create and circulate the agenda.
• Attend meetings to take meeting minutes and track all deliverables.
  
• Filing Maintain all of the COO and SVP's files in an organized fashion and be able to retrieve any document as requested at any time.
  
• Travel Make all travel arrangements including flight, car, hotel, dinner; and contact clients directly to schedule meetings in an order that will allow for the most efficient use of the COO and SVPs time when on business trips.
  
• Presentations Update all of COO and SVP's PowerPoint presentations that are used for executive team meetings, investor meetings, and various company update meetings ensuring that all information is current and accurate.