Job Information
The Calendar Group Executive Assistant- Greenwich, CT (supporting two executives) in Greenwich, Connecticut
Our client is seeking a talented, proactive, highly organized and creative individual to join their Greenwich, CT team as an Executive Assistant to the chief human resources officer (CHRO) and chief strategy officer. In this role, you will provide comprehensive administrative support to the CHRO and chief strategy officer, enabling them to focus on driving significant, strategic and fast-paced growth initiatives for the company. You will work closely with these senior executives and the broader leadership team to help drive cultural transformation, streamline operations, and facilitate communication across the organization.
The ideal candidate will possess strong analytical skills, excellent communication skills, exceptional attention to detail, and ability to manage multiple projects simultaneously, thrive in a fast-paced environment, and handle confidential information with discretion.
Responsibilities:
Confidentiality: Handle confidential information with discretion and maintain a high level of professionalism and integrity in all interactions.
Calendar Management: Manage executives’ calendars, including scheduling meetings, appointments, and travel arrangements, and proactively resolving scheduling conflicts.
Meeting Coordination: Coordinate logistics for meetings, including preparing agendas, organizing materials, and ensuring that necessary technology and resources are available.
Travel Coordination: Coordinate all aspects of executive travel, including booking flights, hotels, rental cars, and other transportation as needed. Ensure that travel arrangements align with company policies and provide assistance with travel-related inquiries and issues.
Expense Report Processing: Review and process expense reports in accordance with company policies and procedures.
Communication Management: Serve as the central point of contact for internal and external stakeholders, screening and directing phone calls, emails, and other modes of communication, as appropriate.
Project Support: Provide support on special projects and initiatives led by the CHRO and/or chief strategy officer, including conducting research, gathering and tracking data in spreadsheets, and preparing PowerPoint presentations or other reports.
Decision Support: Conduct research, gather data, and provide analysis to support decision-making processes, presenting findings and recommendations to the CHRO and chief strategy officer (and any other members of the senior leadership team), as needed.
Event Coordination: Plan, coordinate, and execute events (as needed), from corporate and field-level town halls to focus groups and wider employee engagement gatherings. Manage all aspects of event logistics, including venue selection, catering, entertainment, transportation, and audiovisual requirements. Ensure that events are executed seamlessly and within budget, while providing exceptional experiences for attendees.
Document Preparation: Draft, edit, and format correspondence, presentations, reports, and other documents on behalf of the executives, ensuring accuracy and professionalism.
Data Management: Maintain organized electronic and physical filing systems, ensuring that documents and records are easily accessible and appropriately labeled.
Priority Management: Prioritize and manage multiple tasks simultaneously, anticipating needs and proactively addressing issues to ensure that deadlines are met and objectives are achieved.
Employee Engagement Activities: Assist with planning and execution of a variety of employee engagement initiatives, including team-building events, wellness programs, recognition programs, and social activities.
Requirements:
5-7 years of experience as an executive assistant or administrative professional, preferably supporting C-suite executives or senior leaders.
Discretion and confidentiality in handling sensitive information and communications.
Creative problem-solving abilities, with a proactive and solution-oriented approach to challenges.
Strong organizational and time management skills, with the ability to prioritize tasks and meet deadlines in a fast-paced environment.
Excellent written and verbal communication skills, with a high level of professionalism and attention to detail, and the ability to interact effectively at all levels of the organization.
Proficiency in Microsoft Office suite, including Outlook, Word, Excel, and PowerPoint, as well as experience with calendar and email management systems. Experience with data visualization tools is a plus.
Strong problem-solving skills and the ability to anticipate needs and proactively address issues.
Proactive and self-motivated with a demonstrated ability to take initiative and drive results in a dynamic environment.
Highly organized with exceptional attention to detail and the ability to manage multiple projects simultaneously.
Flexibility and adaptability to changing priorities and responsibilities.
Schedule: Monday – Friday
Powered by JazzHR