Executive Administrator to the CEO

Full Time
|
Berkeley

We (corporate headquarters) are seeking a steadfast and friendly full-time Executive Administrator/Assistant to the CEO to join our multi-disciplinary team. This integral role requires close collaboration with leadership firmwide and our diverse team professionals to support the Office of the CEO. 

Responsibilities

  • Executive Assistance: Strategic management of the CEO’s calendar; leverage the CEO’s time by ensuring prompt meeting coordination, correspondence responses, and staying on-track with schedule; budget and time management for various projects; preparation of Letters of Engagement for clients; outlining proposed scope and budget for new potential projects; speaking engagement coordination; timesheets; expense reports; heavy travel arrangements 
  • Project Assistance: Invoice and contract coordination; project reporting; electronic file organization and maintenance; meeting summary reports preparation; meeting/workshop preparation
  • Client Management: Private and public sector client correspondence
  • Ambassador/liaison: Serve as an ambassador for the CEO and the firm by providing a trusted contact for immediate follow up for clients and prospective clients, other MIG offices and partners
  • General office/clerical duties: Copying, scanning, printing, mailing

The ideal candidate will have the following traits and abilities: 

  • Be a master scheduler for heavy calendar and travel management
  • Professional demeanor, positive attitude and desire and willingness to learn 
  • Excellent written and verbal communications and skills for internal team communication, as well as external client communication and work products
  • Be discreet; ability to maintain confidentiality about sensitive matters
  • Demonstrate independent judgment
  • Be organized and efficient, flexible and adaptable
  • Have a sense of urgency and dedication to ensuring tasks are carried through to completion with timely delivery
  • Have an ability to make decisions and manage multiple priorities and people 
  • Think critically and creatively to solve problems 
  • Work as part of a collaborative team in an open environment
  • Maintain a sense of humor

Qualifications

  • Minimum 2-years of experience supporting executives in a professional office is required
  • Bachelor’s degree
  • High-level proficiency in Word, Excel and PowerPoint

Desired Skills

  • Software: Google calendar, docs, sheets, etc; InDesign and Photoshop; Deltek Vision software
  • Experience with contract and budget management