Executive Assistant -UMO Meeting 9.12.23

This is a full time position virtually based, the executive assistant will be responsible for the immediate needs of the CEO by providing a high level of administrative support. Responsibilities:

1. Calendar Management: Managing the executive’s schedule by organizing appointments, meetings and events. This includes coordinating with internal and external stakeholders, prioritizing commitments and ensuring efficient use of the executive’s time.

2. Travel arrangements: Making travel arrangements, including booking flights, hotels, transportation and creating itineraries.

3. Correspondence and communication: Handling incoming and outgoing communications, such as emails, phone calls and written correspondence on behalf of the executive.

4. Meeting support: Assisting with meeting preparations, which may involve scheduling meetings, preparing agendas and organizing necessary materials. Following up on action items and ensuring timely completion of tasks discussed during meetings.

5. Information Management: Organizing and maintaining files, records and databases, Managing confidential information with discretion and ensuring data integrity and security.

6. Research and Analysis: Conducting research and gathering information on specific topics as requested by the executive. Summarizing findings, preparing reports and providing recommendations based on research conducted.

7. Project Support: Assisting in the planning, coordination with team members and stakeholders to ensure smooth project execution and timely delivery.

8. Relationship Management: Building and maintaining positive working relationships with internal and external stakeholders, including clients, partners and vendors. Serving as a liaison between the executive and various individuals or departments within the organization.

9. Expense Management: Managing and tracking expenses for the executive. 10. Regularly communicate with the CEO on high priority activities.

Qualifications: Some experience as an executive assistant. Proficient knowledge of Microsoft, Word and excel Must have reliable transportation Organized, Flexible, Adaptable proactive self-starter requiring minimal hands on management. Extremely detailed oriented with impeccable follow through Able to anticipate the needs of management and offer solutions before they are anticipated. Excellent problem solving and analytical thinking skills. Positive, team oriented attitude with strong relationship skills. Great communication skills composing professional emails, messages, in person meetings and phone calls, Extremely discreet and sensitive with confidential information. Consistently execute tasks with a high level of accuracy and quality.