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Executive and Personal Assistant CEO and COO

Title: Executive and Personal Assistant CEO and COO

Compensation: TBD

Reports to: Chief Executive Officer

Job Description

  • Responsible for optimizing the CEO/COO’s time and promoting the corporate image by representing them and the company, internally and externally.
  • Calendar – understand priority of meetings, recurring commitments, business vs. personal and providing proactive reminders.
  • Travel – understand the priorities when coordinating travel: private vs. commercial, the impact of using private and how to anticipate who, when and how.
  • Communicate – proactively follow up on any communication. Assess the urgency and importance of each situation and take the appropriate action.
  • Strategic Planning – understand the CEO/COO’s role in the company’s Strategic Plan, and proactively ensure their commitments are met.
  • Schedule and prepare for meetings: Weekly Huddle, Weekly Executive Committee, Monthly Managers, and Quarterly Employee.
  • Project Related – maintain a basic understanding of each project, the project team members, stay informed to anticipate the level of involvement by the CEO/COO.
  • Public Relations – communicate frequently with the Director of Marketing on requests submitted for the CEO’s participation and required preparation and feedback.
  • Presentations – develop and create visual presentations.
  • Ensure in the executive’s absence, that requests for action and information are answered or forwarded in a timely manner.
  • Liaison with departments to understand operational needs and priorities.
  • Be a collaborative and inclusive team member who listens to input/feedback and provides feedback to CEO/COO.
  • Budget Analysis – meet with each department, review monthly and highlight variances.
  • Conference Management / Support (ICSC, ULI, etc.)
  • Coordinate grant recommendations for the Trademark Make a Difference Foundation and the Allison and Terry Montesi Family Fund.
  • Work with all departments to coordinate and meet yearly commitments; Expense Management; Process Documentation; Contact Management Systems; Systems Integration (VTS, SharePoint, Box.com, Ring Central Platform, etc.)
  • Be an extra set of eyes and ears to stay connected with what is happening culturally.
  • Work closely with the COO to execute on strategic and operational initiatives.

Job Requirements

  • Proven experience as a high-level executive assistant.
  • In-depth understanding of entire MS Office suite.
  • Ability to organize a daily workload by priorities.
  • Must be able to meet deadlines in a fast-paced, quickly changing environment.
  • A proactive approach to problem-solving with strong decision-making skills.
  • Strong intellect with a high level of professionalism including verbal and written communication skills.
  • College degree or some college preferable.
  • Ability to keep personal and company details confidential.
  • Ability to add to a positive transparent company culture.

Please forward resumes to Susan Howell at showell@trademarkproperty.com