We are seeking a highly skilled and proactive Executive Assistant for the CEO to serve as a vital partner in driving the efficiency and effectiveness of the CEO and executive team. This dynamic role calls for exceptional organizational expertise, unwavering discretion, and the ability to excel in a fast-paced, ever-evolving environment. Beyond managing day-to-day operations, the ideal candidate will take full ownership of planning and executing a range of impactful events, from intimate department gatherings to company-wide celebrations and corporate retreats, ensuring seamless coordination and memorable experiences.
Administrative Excellence
● Manage the CEO’s daily calendar, including scheduling meetings, preparing agendas, and ensuring time is used effectively.
● Draft correspondence, reports, presentations, and other professional documents.
● Write, create, and organize responses to general correspondence, memos, charts, tables, graphs, and business plans.
● Handle confidential and non-routine information related to the CEO’s business, including personal needs, to optimize their time.
● Arrange complex travel itineraries, accommodations, and logistics and prepare detailed expense reports.
● Act as a backup to other Executive Assistants when necessary.
Communication & Liaison
● Serve as a primary point of contact for internal and external stakeholders, including clients, vendors, and visitors.
● Act as a liaison between the CEO and internal/external stakeholders, ensuring efficient communication and timely follow-ups.
● Facilitate communication between departments and ensure the dissemination of information.
● Handle sensitive matters with discretion, confidentiality, and professionalism.
● Collaborate closely with the Chief of Staff and a fellow Executive Assistant to provide seamless, integrated support for the Office of the CEO.
Event Planning
● Plan, coordinate, and execute company events such as annual retreats, board meetings, team-building activities, and client events.
● Manage budgets, vendor relationships, and event logistics, ensuring a seamless experience for all participants.
● Organize and coordinate office events, including team-building activities, holiday parties, workshops, and celebrations.
● Order catering for meetings and special events, ensuring dietary preferences and restrictions are accommodated.
Special Projects
● Oversee and execute special projects, including initiatives to enhance internal workflows and external relations.
● Document workflows, procedures, and outcomes to streamline future projects and ensure organizational alignment.
● Organize companywide events, office seating arrangements, renovations, and maintenance tasks.
● Coordinate communication with internal and external stakeholders, provide regular project updates and address concerns.
● Manage family office requests as needed.
Office Support
● Support office administration by maintaining organizational systems, contact databases, and filing systems (printed and electronic).
● Document management, including filing, faxing, copying, and arranging pick-ups and deliveries for critical documents/items.
● Greet and assist guests visiting the CEO and executive team.
● Organize and manage expense reports, credit card statements, and general office records.
Family Office Support
● Provide part-time management of the Aggarwal and Gupta Family Foundation (AGFF).
● Run personal and corporate errands as necessary.
Escalated Situations
● Provide customer and team member care in escalated situations, ensuring issues are handled efficiently and professionally.
Preferred Attributes
● A proactive problem-solver who anticipates the CEO’s needs and takes initiative.
● Exceptional time management skills and a commitment to meeting deadlines.
● A team player who contributes positively to the company culture and fosters collaboration.
● High emotional intelligence, professional demeanor, and the ability to engage with stakeholders at all levels.
● Creativity and adaptability when planning and executing events.
● Stress management when solving problems.
● Interacting with individuals at all levels of the organization, vendors, and the public.