Overview
Executive Assistant Jobs in United States at Swooped
Title: Executive Assistant
Company: Swooped
Location: United States
About Our Client
About Our Client is seeking a highly organized and proactiveExecutive Assistantto provide comprehensive support to the Chief Technology and Innovation Officer (CTIO). The ideal candidate will be responsible for performing tactical and strategic support tasks for the CTIO and team, as well as ensuring the smooth operation of the CTIO’s office. This individual will act as a liaison for the CTIO team in interactions with internal and external stakeholders. This is a remote flexible role, with occasional travel within the DC metro area to support onsite CTIO events. The successful candidate will be part of a team of Administrators reporting directly to the Lead Executive Administrator.
Responsibilities:
Managing the CTIO’s calendar and contacts, scheduling meetings, appointments, and events, and maintaining contact details.
Coordinating travel arrangements, including flights, accommodations, and transportation.
Providing administrative support during meetings, taking notes, and following up on action items as necessary.
Screening and prioritizing incoming communications, including emails, phone calls, and meeting requests, and responding appropriately.
Assisting in preparing and editing documents, agendas, research, reports, and presentations.
Managing team-wide projects/programs and special initiatives assigned by the CTIO.
Acting as a liaison between the CTIO and internal/external stakeholders.
Handling expenses, processing invoices, and maintaining the CTIO’s office budget.
Coordinating logistics for celebratory milestones and events.
Staying informed about industry events and trends, suggesting relevant opportunities for participation.
Collaborating and building relationships to drive results in a matrixed organization.
Planning virtual, on-site, and off-site meetings, as well as special events, company events, and team-building activities in coordination with cross-functional teams.
Supporting the development of a strong workplace culture focused on teamwork, collaboration, responsiveness, and enjoyment.
Qualifications:
Bachelor’s degree or equivalent professional experience preferred.
Minimum of 5 years of proven experience as an Executive Assistant or in a similar role supporting C-suite executives.
Demonstrated excellent organizational, time management, and communication skills.
Proficiency in the Microsoft Office suite, with the ability to learn company-specific tools.
Ability to handle confidential information with discretion and professionalism.
Detail-oriented with a high level of accuracy and attention to detail.
Capable of working independently, prioritizing tasks, and adapting to changing priorities.
Willingness to embody the hiring company’s Core Values of flexibility and initiative, and take a proactive approach to support the company’s evolving needs.
