Executive Assistant supporting leadership at Women Building Peace in Salt Lake City. Manages communications and ensures the director is fully prepared for engagements.
About the role
- Executive Assistant providing comprehensive support to the CEO of ClassLink, enhancing effectiveness in a fast-growing education technology company. Duties include calendar management, travel coordination, and project support.
Responsibilities
- Manage the CEO's schedule, including scheduling meetings and appointments.
- Coordinate and prioritize appointments, ensuring the CEO's calendar is up to date.
- Coordinate travel arrangements for the CEO, including booking flights, hotels, and transportation, and updating the calendar with itineraries.
- Schedule meetings and appointments, ensure meeting rooms are prepared, and arrange meals when appropriate.
- Ensure that any meeting materials are delivered to all participants in advance.
- Prepare meeting agendas/notes.
- Attend meetings with the CEO when requested, take notes, and follow up on action items as needed.
- Manage correspondence while helping to build and maintain relationships.
- Screen and prioritize emails and other correspondence, including those received outside business hours.
- Assist in coordinating RFPs, interns, special projects, and initiatives as assigned by the CEO.
- Track project deadlines, milestones, and deliverables.
- Organize and maintain files, records, and confidential information.
- Ensure all documentation/spreadsheets are accurate and up to date.
- Keep online files organized in office network folders and online drive folders.
- Conduct research as needed.
- Manage and maintain our headquarters in Clifton, NJ.
- This includes keeping our kitchen and supply room stocked and ensuring the office is always presentable for client meetings.
- Research and manage office contractors as needed.
- Assist with office design projects as needed.
- Build and maintain relationships with internal and external stakeholders, including employees, clients, vendors, and partners.
- Maintain strict confidentiality of sensitive information and handle confidential matters with discretion.
- Office events and annual holiday party
Requirements
- Must live local to our Clifton, New Jersey office and be able to come in as needed.
- 5+ years of executive assistant /administrative assistant experience at the senior executive level
- Experience working in a fast-paced, open office space, highly techy, and collaborative environment.
- Excellent organizational and interpersonal skills
- Strong written and verbal communication skills.
- Strong online research skills and ability to learn new tools quickly
- Creative problem-solving and critical-thinking skills
- Ability to multitask and prioritize tasks effectively.
- Attention to detail and a high level of accuracy.
- Discretion and professionalism when handling sensitive information.
- Ability to work independently and collaboratively in a team environment.
- Flexibility to adapt to changing priorities and deadlines.
- Highly proficient skills in Microsoft Office and Google Suite (certifications a plus)
- Bachelor's Degree (graduate degree a plus)
Benefits
- Generous Paid Time Off : 4+ weeks of vacation and 13+ paid holidays
- Parental Leave : 12 weeks fully paid for all parents
- Retirement : 401(k) with 0.5:1 company match
- Comprehensive Health Coverage : Medical, dental, and vision plans
- Insurance : Company-paid life, short-term disability, and long-term disability, plus voluntary options including supplemental life, accident, and pet insurance
- Volunteer Time Off: Give back through ClassLink Cares paid volunteer days
- Lifelong Learning: Tuition reimbursement for continued education
- Growth & Development: Coaching and internal programs to support career and personal growth
- Supportive Culture: A workplace that values curiosity, compassion, and continuous learning
- Connection & Community: Annual company retreats and team events with bright, fun coworkers
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