Reports to: CEO
Type: Full Time, Exempt, Salary
Reporting directly to the CEO, the Executive Assistant provides executive support in a one-on-one working relationship. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO. The Executive Assistant must be creative and enjoy working within a start-up environment that is mission-driven, results-driven, and community-oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
Completes a broad variety of administrative tasks for the CEO including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas.
Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CEO including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.• Works closely and effectively with the CEO to keep her well 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 the CEO updated.
Assists in the preparations of presentations. Attends meetings for the purpose of taking meeting minutes and required follow-up from the meetings.
Regular, dependable attendance and punctuality.
May perform other duties as required and assigned.
Bachelor’s degree required. Strong work tenure: 5 to 10 years of experience supporting C-Level Executives. Equivalent education and experience will be considered.
Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, external partners and clients. Ability to read, write, and interpret instructional documents such as reports, procedure manuals.
Excellent written and verbal communication skills. Plans, coordinates and ensures the CEO’s schedule is followed and respected. Provides “gatekeeper” and “gateway” role, creating win-win situations for direct access to the CEO’s time and office.
Demonstrate proactive approaches to problem-solving with strong decision-making capability. Emotional maturity. Highly resourceful team-player, with the ability to also be extremely effective independently. Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
Demonstrate ability to achieve high performance goals and meet deadlines in a fast-paced environment. Forward looking thinker, who actively seeks opportunities and proposes solutions. Must be able to work independently with minimal supervision. Must be able to anticipate and solve problems.
Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the CEO, some of which may 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 CEO’s ability to effectively lead the company.
Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
Proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint), Adobe Acrobat, and Social Media web platforms.
Constellation is a SaaS company offering full-service digital marketing and creative services. Alexia, our Ad Engine, launches and manages campaigns at scale. Alexia can produce thousands of stunning creative assets and launch the same day encompassing both CMP (Creative Management Platform) and DCO (Dynamic Creative Optimization) capabilities. Our marketing SaaS offering can be paired with a bevy of additional AdTech tools for campaign execution and management across multiple ad platforms. Alexia allows us and other agencies to disrupt the traditional billable hours model and launch in the leanest way possible.
Constellation was named the #65 fastest-growing private company in the US and the #7 fastest-growing marketing/advertising company on the Inc. 5000 list for 2020. They are also listed by Crain’s New York Business as the #7 fastest-growing company in New York. We are a women-owned and minority-owned business with a commitment to diversity.
Other Job Information:
This job description is not all-inclusive. Constellation Agency reserves the right to amend this job description at any time. Constellation Agency is an Equal Opportunity Employer, committed to a diverse and inclusive work environment. Reasonable accommodations may be made to enable individuals with disabilities to perform essential job duties and responsibilities.
This position involves regular walking, standing, hearing, and talking. May occasionally involve stooping, kneeling, or crouching. Involves close vision, color vision, depth perception, and focus adjustment. Must be able to move and/or lift at least 5 lbs.
Normally works in a general office environment with the use of computer, printer, and telephone. Lighting and temperature are adequate and there are no hazardous or unpleasant conditions caused by noise, etc.