Executive Assistant to the CEO

Job Summary
The Executive Assistant (EA) to the CEO of Argus is responsible for assisting the CEO with both business and personal items as well as assist in other areas of the business as needed. Performs a wide variety of complex administrative tasks requiring initiative, strong attention to detail and extensive working knowledge of the organization and programs. Work entails confidential and sensitive issues requiring a high degree of discretion. This role includes, but is not limited to, organizing air travel and hotel/car accommodations, managing the calendar, and reaching out to potential customer groups to set meetings CEO-to-CEO. The role requires previous experience in a publicly traded company, ability to multi-task, the ability to gain an understanding of the operations of the company and the internal resources needed to do the job..

Summary of Essential Job Functions

• Coordinating company-wide communications
• Making meeting and event arrangements including but not limited to conference room setup and management and coordinating the set up with other departments, food catering and set up (for continental breakfast, lunch), inventory management for meeting, event and general conf room supplies
• Scheduling and approving conference and meeting room requests
• Receiving, validating, signing and distribution to appropriate department for deliveries
• Ordering office supplies on a recurring basis for the executive team
• Managing the CEO mail and email daily.
• Scanning, filing and other administrative tasks that may help the teams
• Act as first point of contact for phone calls, correspondence.
• Book and arrange travel for CEO and other executives as required.
• Manage multiple calendars, meetings, appointments and control access to the CEO.
• Remind CEO of upcoming meetings, deadlines, tasks, documents required for same, tasks.
• Liaise with staff, suppliers, customers, clients
• Expense reporting
• Record minutes of the Operational Leadership Team meetings
• Perform any and all other duties as required including certain personal tasks as necessary freeing the CEO to focus on managing the organization.

Required Knowledge, Skills and Abilities

• Punctual
• Strong attention to detail
• Sound time management and planning skills
• High-level of self-motivation, independence and self-reliance
• Knowledge of and experience with the use of Microsoft OfficeÂŽ
• Confident communicator on the telephone and in person
• Common sense approach to problem-solving skills
• Good attention to detail producing accurate information
• Comfortable working with different levels of colleagues from manual hands-on workers to senior management and be able to delegate appropriate tasks to peers.
• Proactive in seeking out ways to support the team
• Basic IT knowledge
• Inventory management
• Must have an understanding of analyzing a project through to completion
• Must have a fiscal responsibility mindset and approach to all projects and tasks.
• Must have experience or an understanding of chain of command and corporate protocol and the ability to identify when to escalate information to management
• Excellent skills with Microsoft Office (Outlook, Word, Excel, PowerPoint)
• Understanding of health & safety and fire safety
• Discretion and trustworthiness often a party to confidential information
• Flexible and adaptable.
• Good oral and written communication skills
• Superb organization skills and ability to multitask, be proactive and take initiative
• Must exhibit tact and diplomacy
• Must possess a knowledge of Office 365 and generally used software (docu-sign, WebEx, etc.) and ability to learn company-specific software if required

Experience

• Proven successful experience in a similar role
• Previous experience in an office environment

Disclaimer
The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.