Executive Assistant & Project Coordinator

About the Opportunity

The Executive Assistant will be chiefly responsible for the overall administrative and secretarial support for the entire department. In addition to typing, filing, and scheduling, performs duties such as financial record keeping, payroll, coordination of meetings and conferences, obtaining supplies, coordinating direct mailings, and working on special projects. Also, answers non-routine correspondence and assembles highly confidential and sensitive information. Deals with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization.

Responsibilities

• Work with the Chief Technology Officer to understand the executive's goals and objectives to effectively anticipate deliverables and follow up when necessary.
• Maintain the calendar for the CTO, being attentive to priorities and optimal use of the executive's time.
• Proactively manage the CTO’s extremely busy calendar with an awareness as to purpose, timeliness, participation and business rationale for meetings and events.
• Provide a bridge for smooth communication between the CTO’s office and internal departments.
• Prioritize conflicting needs, handle matters expeditiously, proactively, and follow-through on projects to successful completion.
• Prepare daily pre-reads and meeting material with the CTO.
• Ensure that proper preparation of materials and files are available for each day's meetings and events.
• Arrange video conferences/teleconferences including tech support for all meetings.
• Prepare and file travel expenses, manage relationships with vendors, track expenses, and ensure departmental bills are sent to AP.
• Plan and coordinate travel, arrange flights, hotel, and car service reservations.

About You

Bachelor’s degree/ Project Management experience. Five or more years’ experience as an executive assistant, supporting C-Suite executive, CTO or CIO preferred. Experience supporting IT executives or working within an IT department, with a solid understanding of technology-related terminology, systems, and workflows. Must be proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams) and the Google Suite of products. Ability to travel on a monthly basis. Strong attention to detail. Proven ability to handle confidential information. Knowledgeable about how large corporation’s work. Excellent writing skills. Demonstrates clear and effective communication skills. Maintains confidential information with superior judgment and discretion. Ability to manage multiple projects and people simultaneously. Positive, problem-solving attitude. Experience with database systems.

Benefits

• Competitive compensation plan
• Competitive Medical, Dental and Vision Benefits
• Company provided Life Insurance and Short-Term Disability
• 401(k) Employer Match
• Generous Vacation and Paid Time Off Programs
• Closed on all major holidays
• Team Member discounts on Visual Comfort Products

About Company

Qualified applicants are considered for employment, and employees are treated during employment without regard to race, color, religion, sex, sexual orientation, national origin, age, disability, veteran status, gender identity, or expression, genetic information, or any other legally protected status.

Compensation Range: $65,000 - $70,000