Executive Administrative Assistant to the CEO

JOB DESCRIPTION

Title: Executive Administrative Assistant to the CEO

Reports to: President and CEO; Smithers

Objectives

Reporting directly to the CEO, the Executive Assistant to the CEO provides executive, administrative, and development support to the President and Board of Directors, as well as The Smithers Group staff. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO. The Executive Assistant serves as a liaison to the Board of Directors and senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects.

Executive Support

Assists the CEO with daily administrative duties and completes a broad variety of administrative tasks that include managing an active calendar of appointments; completing weekly expense reports and timecards; composing and preparing correspondence; arranging complex and detailed travel plans, itineraries and agendas and compiling documents for meetings.

Files and maintains documents as needed to ensure accurate recordkeeping.

Communicates with the general staff on the CEO’s behalf and coordinates logistics with high-level meetings both internally and externally. Coordinates meetings and strategic activities with the Leadership Team, Management Teams, and members of TSG staff.

Communicates directly and on behalf of the CEO with Board members and others on matters related to programmatic initiatives as directed.

Drafts reports, letters, proposals; prepares and coordinates oral and written communications.

Supports CEO in his/her external commitments related to TSG, including service on external boards, committees and other groups.

Coordinates annual CEO site visits.

Administrative support for company charitable contributions.

Coordinate all domestic and international travel for CEP

Maintains all corporate records including minutes books for all legal entities.

Coordinate travel for corporate plane (@50 trips/annually safety pilot and rental cars at FBOs)

Assist CEO with private/personal business administrative tasks as required

Annual filing and printing of Strategic and Operating Plans

Executive support to TSG members as required:

1. Quarterly meeting support

2. CEO Client visits

Board & Shareholder Liaison/Support

Serves as the CEO’s administrative liaison to the Board of Directors and Shareholder Meetings.

Manages Board activities, which include coordinating Board meetings; arranging hotel accommodations for out-of-town Board members; processing travel reimbursement requests; and compiling, assembling, and distributing Board meeting materials.

Manages Shareholders activities, which include coordinating Shareholder meetings.

Coordinates meetings, maintains confidential files and contact information, conferences, and committees both on and off site to support the President’s agenda.

Management Support and LiaisonSupports the CEO’s direct reports and TSG staff as needed to schedule meetings, correspondences, etc.

Work Environment

Due to the confidentiality of the work, the functions of this position should be performed in a private office location.

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers video conferencing.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

This is largely a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bending or standing on a stool as necessary.

Position Type/Expected Hours of Work

This is a full-time position, and normal hours of work and days are Monday through Friday, 8:00 a.m. to 5 p.m. with the location the Akron, Ohio Corporate office. This position will require open availability and after hours work.

Travel

Occasional travel may be involved.

Required Education and Experience

Bachelor’s degree or equivalent experience in administrative support with an interest in global business.

International business experience

Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.

Five to ten years providing support for upper-level management in a related organization (i.e., CRO, pharma, science, etc.).

Skills & Abilities:

Strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners.

Proficiency in Windows, including MS Word, EXCEL and PowerPoint

Ability to learn new software.

Ability to conduct research and present data in a succinct and well-written manner.

Ability to work independently and with professional discretion.

Excellent writing, editing, grammatical, organizational, and research skills.

Ability to work with a broad range of people including, Board members, colleagues of the CEO and staff, and others.

Knowledge of international customs is an asset.

Excellent management, time-management, and problem-solving skills.

Other Duties

This job description is not intended to cover or contain a comprehensive listing of all activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)