Executive Assistant to the CEO

How will this role impact First Command?

The Executive Assistant is a critical component of the Executive Office team providing high-level, comprehensive administrative support for the President/CEO (CEO) and Chairman of the Board as well as ensuring an efficient and effective workflow within the Executive department is maintained.  This dynamic position represents and supports the highest level of the company, and as such, deals with highly confidential information and is responsible for managing a high-volume of tasks and projects with competing priorities and deadlines in an extremely fast-paced environment.  To be successful, the Executive Assistant must possess the ability to anticipate needs, think critically, be resourceful, and offer solutions to problems with a high level of professionalism and discretion.  The Executive Assistant must also demonstrate significant individual initiative as well as the ability to work collaboratively with a variety of individuals.

In summary, this position requires highly effective skills in diplomacy, collaboration, teamwork, organization, prioritization, creativity, discretion, judgment, courtesy, empathy, and resilience.

What will the employee do in this role?

·        High-level administrative support for the President/CEO includes:

-       Serves as the primary liaison between the CEO and internal departments; demonstrating leadership to maintain credibility, trust, and support with executive and senior management staff.

-       Communicates directly, and on behalf of the CEO, with outside military and business contacts.

-       Manages the CEO’s complex schedule by

-       Maintaining an intimate knowledge of the CEO’s schedule in order to respond to and communicate on real-time inquiries and/or adjustments.

-       Proactively anticipating the CEO’s priorities in order to effectively enable calendar efficiency, channel information to maintain Executive decision processes, and ensure the CEO is adequately prepared with required meeting material.

-       Managing incoming communications and meeting requests by responding independently, when possible, based on knowledge of the CEO’s preferences, office functions, policies, priorities, availability, etc., or by delegating issues to the appropriate level of capable staff to increase the effectiveness of the CEO.

-       Arranges the CEO’s complex corporate travel and processes subsequent expense reports.

-       Prioritizes all incoming correspondences, determines its disposition, and directs to appropriate internal staff with instructions and/or suggestions for preparation of reply.  As required, drafts responses for the CEO’s signature based on knowledge of activities, interests, priorities, etc.; and,

-       Coordinates and communicates the logistics for all leadership meetings and Home Office functions owned by the CEO, determining when it is appropriate to handle all logistics directly or to work with the Meetings and Events department

-       Other duties as assigned.

·        Administrative support for the FCFS Board of Directors and FCFS Military Advisory Board:

-       Provides administrative support, as appropriate, to the Chairman of the Board, to include scheduling appointments and processing expense reimbursements.

-       Coordinates and communicates the logistics for all Board of Director (BOD) and Military Advisory Board (MAB) meetings, including committee meetings, outside director calls, and MAB conference calls.

-       Manages the onboarding and offboarding logistics of BOD and MAB members.

-       Processes expense reimbursements and compensation requests for the Board of Directors and Military Advisory Board members 

-       Communicates and manages meeting content deliverables from both an intake and outflow perspective for Board of Director and Military Advisory Board meetings, and all Home Office functions as lead by the Executive Department; and,

-       Manages the request and approval process for all events/engagements attended by members of the Military Advisory Board

-       Other duties as assigned.

·        General administrative support:

-       Type meeting minutes/notes/action items

-       Researches and manages special projects

-       General photocopying, scanning, e-mailing, printing, and mailing

-       Run out-of-office errands as needed

-       Provides support coverage when the Executive Department’s Administrative Assistant is out of office

-       Other duties as assigned.

·        Serves as the Executive department’s administrative subject matter expert 

What Skills/Qualifications Do You Need?

Education

·        Associates Degree (required)

·        Bachelors Degree (required)

Work Experience

·        10 years’ experience as an Executive Assistant for a mid to large-sized company supporting C-level executives

Certifications 

·        None

Required Knowledge, Skills, and Abilities

·        Communication – expert level, both verbal and written

·        Operational – exceptional organizational skills, impeccable attention to detail, persistent in prioritization and resourcefulness, strong perception and anticipation abilities

·        Strategic Multi-Tasking – strong context-switching skills, often at a moment’s notice with ability to complete a high volume of tasks and projects with little or no guidance

·        Decisiveness and Speed – able to make appropriate, informed decisions and react with appropriate levels of urgency

·        Confidentiality – able to maintain a high level of integrity and discretion in handling confidential information

·        Delegation – within and across departmental boundaries

·        Consummate Team Player – able to influence others, often with senior titles, without resorting to position power

·        Flexibility – willing to work additional hours as required by the position

·        Technology – expert proficiency in Microsoft Office Suite to include Outlook, Teams, Word, PowerPoint, Excel and other office software

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