Executive Assistant

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Job description

Job Overview:

This role will primarily support the Chief Operating Officer (COO) and may extend to assisting other executives within the organization. The ideal candidate should possess excellent organizational skills, attention to detail, and the ability to manage multiple tasks efficiently. This is a pivotal role that encompasses various administrative, event support, and organizational responsibilities.

Key Responsibilities:

This job description is not intended to contain a comprehensive listing of activities, duties or responsibilities required of the position. Additional activities, duties or responsibilities may be assigned.

Administrative Support:

Calendar Management:

Proactively manage the executive leadership team's schedule, ensuring efficient use of time and prioritizing critical meetings and appointments.

Coordinate and schedule internal and external meetings, taking into account time zones and availability.

Travel Coordination:

Arrange and coordinate all travel logistics, including flights, accommodations, ground transportation, and itinerary planning.

Correspondence and Communication:

Draft, edit, and proofread emails, letters, and other communications on behalf of the executive leadership team.

Respond to routine inquiries, redirecting or escalating as necessary.

Maintain a high level of professionalism in all written and verbal communication.

Expense Management:

Track and manage leadership team's expenses, ensuring accurate and timely submission of expense reports.

Reconcile credit card statements and receipts.

Office Organization:

Maintain a well-organized and efficient office environment.

Order and manage office supplies, ensuring that necessary items are always available.

Confidentiality:

Handle sensitive and confidential information with discretion and confidentiality.

Establish and maintain a high level of trust with the executive team and other stakeholders.

Special Projects:

Support the executive leadership team in various special projects, conducting research, gathering data, and providing administrative assistance as required.

Collaborate with cross-functional teams to ensure project milestones are met.

Event Support:

Event Planning:

Collaborate with the COO and relevant stakeholders to conceptualize, research, plan, and execute various ideas that pertain to events.

Propose and implement innovative ideas to enhance the quality and impact of PSQ Productions' events.

Logistics Coordination:

Coordinate with vendors and suppliers to ensure timely delivery of services and materials.

Guest Services:

Serve as a point of contact for event attendees, addressing inquiries and providing assistance.

Coordinate registration processes and manage guest lists.

On-site Support:

Be present during events to manage on-site logistics, handle unforeseen issues, and ensure the smooth execution of the program.

Collateral Preparation:

Assist in the creation of event materials, including programs, signage, and promotional items.

Ensure that all materials are printed and ready for distribution as needed.

Post-Event Evaluation:

Conduct post-event evaluations to gather feedback and assess the success of the event.

Compile and analyze data to identify areas for improvement and implement changes for future events.

Organization and Documentation:

Note Taking for Meetings:

Prepare meeting agendas, collate relevant documents, and distribute materials in advance.

Attend meetings with the COO and other executives, capturing detailed and comprehensive notes.

Summarize key discussion points, decisions, and action items during and after meetings.

Meeting Follow-Up:

Compile meeting notes into clear and concise summaries for distribution to relevant stakeholders.

Ensure that action items are documented and distributed promptly after meetings.

Asana Task Management:

Utilize Asana, our task management platform, to create and organize tasks based on meeting notes and action items.

Assign tasks to the appropriate team members and set deadlines for completion.

Integration of Notes with Asana:

Seamlessly integrate meeting notes and action items into Asana, providing a centralized location for tracking progress.

Use Asana to link relevant documents, files, and resources to corresponding tasks.

Task Prioritization:

Work with the COO to prioritize tasks within Asana, ensuring alignment with overall company priorities.

Regularly review and update task priorities based on changing business needs.

Collaboration with Team Members:

Collaborate with team members using Asana to facilitate communication and ensure transparency in task progress.

Provide training and support to team members on Asana usage as needed.

Documentation Workflow:

Establish a seamless workflow for documenting meeting notes, translating action items into tasks, and tracking progress in Asana.

Streamline the process for updating Asana with new information and developments.

Task Status Reporting:

Generate regular reports from Asana to provide status updates on ongoing tasks and projects.

Share these reports with relevant stakeholders to keep them informed of progress.

Asana Optimization:

Continuously explore and implement new features within Asana to optimize task management processes.

Stay informed about best practices for using Asana to enhance efficiency.

User Training and Support:

Provide training sessions for team members on effective use of Asana for task management.

Offer ongoing support and troubleshooting for Asana-related inquiries.

Stakeholder Liaison:

Serve as a primary point of contact between the COO and internal/external stakeholders.

Manage and prioritize incoming communications, filtering and redirecting inquiries as necessary.

Email Correspondence:

Draft, edit, and proofread emails on behalf of the COO, maintaining a professional and consistent tone.

Manage the COO's email inbox, categorizing and responding to messages promptly.

Phone and Voicemail Management:

Answer and screen phone calls, taking accurate messages and ensuring timely responses.

Manage the COO's voicemail, prioritizing and forwarding messages as needed.

File and Information Management:

Establish and maintain a systematic and organized filing system for physical and electronic documents.

Ensure accessibility and ease of retrieval for important files, records, and reference materials.

Project Coordination:

Project Planning:

Collaborate with the COO and other executives in the planning and initiation of projects.

Develop comprehensive project plans, outlining tasks, milestones, and timelines.

Cross-Functional Collaboration:

Work closely with various departments to ensure effective cross-functional collaboration on projects.

Serve as a liaison between teams, facilitating communication and information flow.

Task Assignment and Tracking:

Assist in the assignment of tasks to team members based on project requirements.

Utilize project management tools to track task progress and ensure deadlines are met.

Resource Allocation:

Collaborate with department heads to allocate resources effectively, including personnel, budget, and equipment.

Ensure that teams have the necessary resources to execute project tasks.

Risk Management:

Identify potential risks to project success and develop mitigation strategies.

Regularly assess and update risk management plans throughout the project lifecycle.

Presentation Preparation:

Assist in the creation and preparation of presentations for project updates, stakeholder meetings, and executive briefings.

Compile and organize relevant data and information to support presentation content.

Proposal Support:

Collaborate with the COO and other executives in the development of proposals for new projects or business opportunities.

Assist in researching and gathering information to strengthen proposal content.

Document Review and Editing:

Review project-related documents, proposals, and reports for accuracy, consistency, and alignment with company standards.

Edit and proofread documents to ensure clarity and professionalism.

Client Communication:

Act as a point of contact for clients or stakeholders involved in the project.

Communicate project updates, address inquiries, and manage client expectations.

Project Reporting:

Generate regular project status reports for the COO and other executives.

Summarize key metrics, accomplishments, and challenges, providing insights for decision-making.

Quality Assurance:

Implement quality assurance processes to ensure that project deliverables meet established standards.

Conduct regular reviews to identify areas for improvement and implement corrective actions.

Timeline Management:

Work closely with the COO to ensure that project timelines are realistic and achievable.

Communicate any potential delays or issues, proposing solutions to keep projects on track.

Lessons Learned:

Facilitate post-project evaluations to capture lessons learned and identify areas for improvement.
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