Job Description

This position is responsible for providing administrative support to the CEO, both business and personal, and other department associates by aiding them in details of client and office management. This position requires the ability to anticipate needs, think critically and offer solutions to problems with professionalism and confidentiality but most importantly be a team player.

Key Responsibilities:

• Represent the company in a professional, consistent, and positive manner—both internally and externally.
• Serve as the first point of contact for clients by answering phones and greeting guests in the office.
• Manage the CEO’s calendar: prioritize meeting requests and client inquiries, exercise sound judgment in scheduling, and follow internal protocols for maintaining accuracy and consistency.
• Maintain and track client information such as birthdays, anniversaries, and other personal details using the client relationship management system.
• Demonstrate independent thinking and prioritization, anticipating needs before they arise.
• Understand the full scope of client needs and expectations and follow through thoroughly and accurately.
• Prepare and organize meeting materials across departments to ensure the CEO is fully briefed and prepared for all engagements.
• Assist other departments with various administrative tasks such as processing mail, creating reports, and occasional ad hoc requests.
• Manage client communication platforms (e.g., Mailchimp, Canva) to distribute newsletters and updates.
• Handle mail duties, including routine trips to the post office (approximately three times per week).
• Manage office supply inventory and ordering, and help coordinate occasional in-office gatherings or events.
• Arrange both business and personal travel for the CEO, ensuring smooth and efficient itineraries.
• Provide support to the CEO’s personal affairs (travel, vehicle maintenance, etc.)
• Contribute to company-wide improvements by suggesting new ideas, systems, or workflows.
• Maintain a client-first mindset, always seeking to provide exceptional service and a high-touch experience.

Qualifications:

• Previous experience in administrative or office support role preferred.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Strong organizational skills with excellent attention to detail.
• Professional communication skills, both written and verbal.
• Ability to manage multiple tasks and prioritize effectively.
• Friendly, reliable, and comfortable working in a fast-paced, close-knit team environment.

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