Executive Assistant to the CEO/Project Manager

IMMEDIATE HIRE: 

The Executive Assistant to the CEO/Project Manager is a highly organized, analytical, self-motivated individual, who is capable of managing multiple tasks simultaneously with poise, efficiency, enthusiasm, and professionalism.

• The Executive Assistant to the CEO/Project Manager is extremely proactive and exhibit a relentlessly positive attitude, serving as the face of the CEO’s office to clients, visitors, colleagues, and vendors. 
• They will support the CEO to help him be efficient and effective and they will bring a creative and flexible mind to solve day-to-day challenges, plan strategically, and to ensure projects get delivered on-time. 
• The successful candidate will possess outstanding interpersonal skills and excellent writing and communications skills, including the ability to learn the CEO’s voice and communications style. Perhaps most critically, the successful candidate will also bring initiative, intuition, and a willingness to take on responsibilities beyond the scope of his/her job description, as needed, without ego or reservation. 
• Experience working in a fast paced/start-up culture where priorities are constantly changing will serve the incumbent well in this role.

Project Management:

• Responsible for creating projects, tasks, and keeping them updated, as well as making sure that the assigned task owner is implementing their tasks on time. 
• Assists in the definition of project scope and objectives, involving all relevant stakeholders and ensuring technical feasibility. 
• Ensures resource availability and allocation doing regular inventory review. 
• Creates and maintain comprehensive project documentation. 
• Develops spreadsheets, diagrams and process maps to document needs. 
• Gathers vital information for projects, remind individuals of important tasks, and support the team in accomplishing tasks when necessary. 
• Sets deadlines, assign responsibilities and monitor and summarize the progress of projects.
• Prepares reports for CEO regarding the status of projects. 
• Manages conference and trade-show event logistics. 
• Proofs important documents for publication.  

Executive Assistant:

• Manage CEO’s business and personal calendar and prioritizes competing demands. 
• Represents the company by welcoming clients and vendors, attending briefings, taking notes, presenting when appropriate on behalf of the CEO, reviewing key correspondence; answering questions and following up with team members and vendors. 
• Travels as needed alongside the CEO to different office locations around the US. 
• Prioritizes, de-conflict and schedule according to the CEO's style, preferences, and guidance. 
• Creates daily summary detailing all calendar items for the day and coming weeks/months/year.
• Manages personal/business incoming email, draft correspondence and escalate inquiries and requests when appropriate. 
• Ensures the CEO is well prepared for personal and children-related meetings and appointments.
• Handles some of the personal matters for the CEO, including running errands and assisting for household management.

The ideal candidate will be someone who:

• Takes initiative and pursues opportunities for improving efficiency. 
• Has proven success resolving travel or logistical complexity. 
• Possesses strong multi-tasking skills and completes several concurrent tasks. 
• Manages their time effectively. 
• Exercises good judgment in setting priorities to complete tasks to meet deadlines with strong attention to detail and ability to balance and maintain workload. 
• Works independently or assists in gathering and analyzing data, and assembling it appropriately for use in project evaluations, meetings or presentations. 
• Pays obsessive attention to detail and follow-through. 
• Fosters excellent organization, time management, and follow-up skills. 
• Has the ability to create and maintain systems that enhance organizational efficiency. 
• Thrives in evolving, fast-paced, high-change dynamic organizations. 

Requirements:

• Undergraduate degree from an accredited four-year university. 
• Ability to maintain a flexible personal schedule to deal with priorities as they arise providing accessibility and flexibility in supporting the CEO outside of core business hours. 
• Experience working alongside high-level executives.
• Experience handling sensitive information and the ability to maintain confidentiality. 
• High comfort with software programs and learns new ones quickly. 
• Strong written and verbal communication skills along with well-developed writing, grammar, punctuation, and proofreading abilities. 
• Possess grace under pressure. 
• A sense of humor.
• Microsoft Word, Excel.  
• Google Suite specifically -Docs, Slides, Sheets, Drive

$50,000 - $60,000/yr plus bonus - commensurate with experience

Benefits offered:

• Paid time off 
• Health insurance 
• Laptop 
• Cell Phone 

Position Type and Expected Hours of Work: This is a full-time salary position. Days and hours of work are Monday through Friday, 8:00 a.m. to 5:30 p.m. or as needed.

Location: Milwaukee, WI.