RPStaffing is conducting a confidential direct-hire search for the Senior Executive Assistant to the CEO of a prominent company headquartered in Bethesda, MD.
Job Title : Senior Executive Assistant
Status : Direct Hire
Weekly Schedule : Full time, Monday to Friday
Hours : 9:00 to 5:00
Office Status : Fully onsite (flexibility for occasional remote days for personal issues but this is an office-based position)
Office Location : Bethesda, MD (Bethesda Metro Station)
***Candidates must currently be living in the Washington, DC area***
PRIMARY PURPOSE
This position supports the CEO and leadership team. This person will also manage office operations. This is a tight-knit group, and you will be a trusted partner.
PRINCIPAL DUTIES
Executive Support:
- CEO Email Management : Maintain full awareness of CEO’s email
Prioritize emails
Draft responses and respond on his behalf
Alert CEO to urgent matters
Ensure communication loop is always closed with all parties
- CEO Travel Arrangements :
CEO flies private and commercial
Make all arrangements for domestic and international travel
Create travel itineraries
Manage expense reports
Always consider and prepare contingencies for upcoming events at destination locations,
potential weather issues, and potential personal/ business conflicts that may result in
changes to travel plans
Remain accessible to solve travel related issues
- CEO Scheduling : Schedule meetings, appointments, conference calls, video meetings,
conferences, events, golf outings
- Leadership Team Support : The other members of the leadership team are generally more self-
sufficient, you will support them with scheduling, travel, expenses, scheduling time on the
CEOs calendar, presentations, and ad hoc requests
- Additional : Manage personal requests for CEO and his wife; arrange personal travel
Coordinate parties and events including travel for up to 24 people around the holidays
Troubleshoot basic technology and hardware issues; contact IT support as needed
Assist with presentations, spreadsheets, digital and paper filing, and document management
Remain flexible to assist with any other duties as assigned
Office Operations Management :
- Establish and manage relationships with vendors, negotiate and track contracts, process invoices
- Maintain relationships with building property management to manage any facilities issues
- Handle any daily office tasks including mail, shipping, answer the phone, greet visitors, maintain kitchen, stock supplies, etc.
- Coordinate and communicate with other key internal team members and external contacts including the Accountant, the CEO’s property manager, and the Personal Assistant
- You will be trained in QuickBooks in order to process payroll twice per month for 8-9 people. This is much more organization than actual accounting.
- The team is so busy they do not have time to research/look into issues/start or stop services. Serve as the point person for all office related things: insurance brokers (health & business related – running renewal/changes/etc.), HR generalist & payroll person at Paychex, office service providers (doors, parking, coffee & supplies), IT vendor, etc.
- Communicate and work in lockstep with the accountants who will be paying the bills for the vendors.
- Manage new hire onboarding
- Secure subscriptions
QUALIFICATIONS
- BA/ BS preferred
- 5-10+ years related executive support experience
- Solutions oriented: only approach principals with problems when you have potential solutions
- The highest levels of professionalism, decorum, tact, and diplomacy
- The highest levels of emotional intelligence, patience, and customer service
- Strong computer skills including MS Office Suite, iPhone, Zoom/ Teams
- Exceptional eye for detail
- Comfortable with a fully onsite position based in Bethesda
- Comfortable with personal tasks (There is a dedicated Personal Assistant but there is always overlap)
BENEFITS INCLUDE
- Health & Dental Insurance - Employer pays 100% of the employee-only coverage and 75% of employee + dependent/family coverage
- Vacation time – flexible vacation/sick policy (as long as work is complete & it's not being taken advantage of, no set number of days)
- Paid Holidays –NYSE holiday schedule
- Free Gym Onsite
- On-site parking is available on a pre-tax basis for $150/month
- FSA/Dependent Care Plan and 401K plan, but we do not contribute to these benefits
This description was prepared by RPStaffing and is subject to change. This has been designed to indicate the general nature and level of work performed by employees within this job classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. This job may be modified at any time by adding or removing duties. The above job description is not intended to be an all-inclusive list of duties and standards of the position. Benefits, hours, duties, and locations are subject to change. Incumbents will follow any other instructions, and perform any other related duties, as assigned by their supervisor. Equal Opportunity Employer.