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Job Description

Job Overview

Under limited direction, the Executive Assistant is responsible for providing a wide variety of confidential and complex administrative support to our CTO. The E.A. must be a self-assured, highly composed individual with exceptional organizational, writing, communication, analytical, time-management, and multi-tasking skills.

Responsibilities

• Exercise discretion and independent judgment with respect to matters of significance.
• Greet in-office guests of the R&D team including vendors, interview candidates, and other external contacts showing them hospitality and providing refreshments/meals as needed.
• Complete a broad variety of administrative tasks proactively for the CTO including: managing active calendars, completing expense reports; composing and preparing correspondence that is often confidential; arranging complex and detailed travel plans, itineraries and agendas; and compiling documents for travel-related meetings.
• Plans, coordinates and ensures the CTO’s schedule is followed and respected. Provides “gatekeeper” and “gateway” role, creating win-win situations for direct access to the CTO’s time and office.
• Researches, prioritizes and follows up on incoming issues and concerns addressed to the executive team, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
• Provides a bridge for smooth communication between executives’ offices and internal departments; demonstrating leadership to maintain credibility, trust, and support with managers and staff.
• Works closely and effectively with the CTO and other executives to keep all informed of upcoming commitments and responsibilities, following up appropriately. Acts as a “barometer,” having a sense for the issues taking place in the environment and keeping everyone updated.
• Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects, some of which will have organizational impact.
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgment letters, personal correspondence, and other tasks that facilitate the executives’ ability to lead the company.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows through on projects to successful completion, often with deadline pressures.

Senior Management Liaison:

• Participates as an adjunct member of the Executive Team including assisting in scheduling meetings and attending meetings as needed.
• Assists in coordinating the agenda of R&D team meetings and off-sites, and all-staff meetings.
• Facilitates cross-divisional coordination of travel, meeting and outreach plans.
• Assists the Licensing Department in their efforts to get updated information, statements, and signatures from the CTO for licensing purposes. Facilitates this process.

Skills/Requirements

• High School or GED required
• Bachelor’s degree in business
• preferred, or equivalent work experience
• 5 -10 years’ experience supporting C-level executives preferred.
• Strong computer skills with advanced knowledge of MS Office Suite
• Strong clerical and organizational skills with strict attention to detail
• Possess excellent grammar, writing and proof-reading skills

Note: All offers are contingent upon successful completion of a background check

Posted positions are not open to third party recruiters and unsolicited resume submissions will be considered free referrals.

AGS is an equal opportunity employer