Executive Administrator managing organizational operations at Perimeter Medical Imaging AI. Supporting leadership, office management, and human resource administration in a dynamic environment.
About the role
- Executive Assistant at CIEL providing high-level administrative support to CEO and CPO. Managing schedules, communications, and board relations.
Responsibilities
- Manage complex CEO/CPO schedules, coordinate meetings, and ensure that the CEO/CPO’s calendars are handled in an efficient and discrete manner.
- Coordinate and schedule meetings with staff, donors, partners, journalists, and other strategic stakeholders, including sending calendar invitations, reserving conference rooms/ordering catering if required, setting up conference calls, and providing preparatory materials in advance to fully prepare the CEO/CPO.
- Coordinate travel arrangements for CEO/CPO and event-related guests including: scheduling transportation and accommodations, and preparing visas and other travel documents.
- Perform high-level administrative functions, including but not limited to drafting and processing correspondence, managing (digital) filing systems and documents, making and screening calls, and taking notes during sensitive meetings.
- Assist with the preparation of various communications such as memoranda and paperwork, including light editing and formatting.
- Actively manage and prioritize CEO email, Slack, Asana, and other communication information channels, and access/navigate confidential information to support other executive functions across all types of work in the organization.
- Liaise with the Board of Trustees (BoT) and coordinate board meetings and retreats, including logistical arrangements, catering, and collecting and distributing materials.
- Lead onboarding and offboarding for BoT members, ensuring they have the information and logistics support they need to be successful.
- Track Board of Trustee terms and action items.
- Exercise judgment in managing and prioritizing the CEO/CPO’s to-do lists.
- Reconcile credit card statements, track expense receipts, and maintain CEO/CPO monthly timesheets.
- Anticipate logistical issues and problem-solve on behalf of the CEO/CPO.
- Maintain and preserve highest levels of confidentiality.
- Perform general administrative and other duties as assigned.
- Maintain timesheets and submit them on time.
- Meet periodically as requested with supervisor and other team members.
- Participate in weekly staff and team meetings and other organizational activities, including a regular staff performance evaluation.
- Meet target dates, prioritize tasks, and ensure high-quality work products.
Requirements
- Minimum of five years of executive-level administrative experience.
- Ability to organize and manage multiple priorities, exercise judgment, and be flexible in a fast-paced and dynamic work environment.
- Superior professional communication skills, including courteous oral and written communication with both internal and external audiences.
- Ability to maintain confidentiality related to documents, correspondence, and discussions.
- Experience learning and thriving in new digital systems and maintaining calendars and tasks across an array of platforms and technologies.
- Ability to take rapid notes/minutes in real-time (minimum of 80 wpm).
- Highly self-directed and self-motivated.
- Ability to quickly and efficiently triage during emergencies.
- Proficiency in Microsoft Office and Google Suite (Docs, Calendars, Sheets, etc).
- Authorization to work in the United States without CIEL visa sponsorship.
- Commitment to incorporating principles of justice, equity, and inclusion into all aspects of the work.
- Ability to work both independently and in close coordination with a team.
- Able to occasionally travel internationally for periods of up to 1 week (public safety guidelines permitting).
Benefits
- Health insurance
- Dental insurance
- Vision insurance
- Paid vacation
- Paid sick leave
- Parental leave
- 5% contribution of gross annual salary into a 403(b) retirement account
- Relocation stipend
- Dedicated professional development funding
- Paid sabbatical leave after 7 years
- One-time stipend of USD $750 for fully remote workers
- Additional USD $250 per year for maintaining remote work space
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