Administrative Assistant to Chief Executive Officer

Ricoh USA, Inc.; Exton (PA); On-site; USD 90,000 - 130,000; Full time

Job summary

Ricoh USA, Inc. is seeking an Executive Assistant to the CEO to serve as a strategic partner providing high-level administrative and operational support.

You will manage priorities, communications, and critical activities, acting with discretion and professional judgment in interactions with senior leaders and external partners. The role requires organizing complex calendars, coordinating domestic and international travel, and preparing executive materials.

Qualifications

• Seven+ years of experience supporting senior-level executives.
• Experience supporting a CEO or C-suite preferred.
• Ability to travel overnight when needed.
• Strong judgment, discretion, and professionalism.
• Excellent written and verbal communication.
• Associate's degree preferred in addition to diploma.
• Able to thrive in a fast-paced, confidential environment.

Responsibilities

• Manage the CEO's complex calendar and priorities.
• Coordinate domestic and international travel.
• Prepare briefing materials, agendas, and presentations.
• Record, prepare, and distribute board meeting minutes.
• Monitor communications and handle confidential information.
• Support execution of strategic initiatives.

Skills

Executive support

Calendar management

Travel coordination

Expense management

Communication

Discretion

Stakeholder management

Multitasking

Problem solving

Time management

Education

High school diploma

Associate's degree

Tools

Microsoft Office

Word

Excel

PowerPoint

Outlook

Job description

The Executive Assistant to the CEO serves as a trusted strategic partner, providing high-level administrative, operational, and organizational support to the Chief Executive Officer. This role is responsible for managing executive priorities, facilitating effective communication, coordinating critical business activities, and ensuring the efficient operation of the CEO's office.

Acting as an extension of the CEO, the Executive Assistant demonstrates exceptional judgment, discretion, professionalism, and business acumen while interacting with internal and external stakeholders, including senior executives, board members, clients, investors, and business partners.

Job Duties and Responsibilities Executive Support

• Manage the CEO's complex calendar to ensure alignment with organizational priorities and strategic objectives.
• Prioritize appointments, meetings, and commitments to maximize executive effectiveness.
• Coordinate domestic and international travel arrangements, including itineraries, accommodations, transportation, and logistics.
• Manage executive expenses and process invoices as required.
• Monitor and manage incoming communications, correspondence, and requests on behalf of the CEO.
• Anticipate the CEO's needs and proactively address challenges and scheduling conflicts.

Strategic and Administrative Support

• Support the CEO in executing strategic initiatives and business priorities.
• Track action items, deliverables, and key decisions resulting from executive meetings.
• Prepare briefing materials, agendas, presentations, reports, and other executive-level documents.
• Conduct research and compile information to support business decisions and strategic planning.
• Assist in drafting executive communications for leadership meetings, town halls, board meetings, and external engagements.

Stakeholder and Meeting Management

• Serve as a liaison between the CEO and the Executive Leadership Team.
• Build and maintain effective working relationships with internal and external stakeholders.
• Coordinate executive leadership meetings, board meetings, strategic planning sessions, and offsite events.
• Record, prepare, and distribute board meeting minutes and related documentation.
• Ensure meeting objectives, materials, logistics, and follow-up activities are effectively managed.
• Capture and distribute meeting notes, decisions, and action plans as needed.

Confidentiality and Professionalism

• Handle highly sensitive business, financial, personnel, and organizational information with the utmost discretion.
• Exercise sound judgment when prioritizing issues and escalating matters appropriately.
• Maintain the highest standards of integrity, professionalism, and confidentiality.

Additional Executive Support

• Provide support to other executives, including calendar management, meeting scheduling, travel coordination, and expense reimbursement processes.

Qualifications (Education, Experience, and Certifications) Required

• High school diploma or equivalent.
• Minimum of seven (7) years of experience supporting senior-level executives.
• Minimum of ten (10) years of administrative, executive support, or related professional experience.
• Demonstrated ability to thrive in a fast-paced, highly confidential environment.
• Ability to travel overnight on occasion.
• Flexibility to work outside of normal business hours when necessary.

Preferred

• Associate's degree or equivalent combination of education and experience.

Knowledge, Skills, and Abilities

• Exceptional ability to manage competing priorities while anticipating executive needs.
• Proven ability to build trusted relationships across all levels of the organization.
• Advanced proficiency in Microsoft Office Suite, including Word, PowerPoint, Excel, and Outlook.
• Excellent verbal and written communication skills with strong command of the English language.
• Ability to maintain strict confidentiality and handle sensitive information appropriately.
• Demonstrated executive presence, business maturity, professionalism, and sound judgment.
• Strong organizational, planning, and time management skills.
• Superior attention to detail with the ability to prioritize and meet deadlines.
• Strong analytical skills, including gathering, interpreting, and summarizing data for reports and decision-making.
• Ability to navigate sensitive interpersonal situations with diplomacy and discretion.
• Ability to develop and maintain effective working relationships with senior executives and key stakeholders.
• High degree of flexibility, reliability, and dependability.
• Outstanding customer service and interpersonal skills with the ability to work effectively with professionals across Ricoh operating companies, acquisition prospects, and other business partners.

Working Conditions, Mental and Physical Demands

• Work is primarily performed in a professional office environment with standard lighting, temperature, and noise levels.
• Frequent interaction with internal and external stakeholders via phone, email, virtual meetings, and in-person communication.
• Position requires regular involvement in time-sensitive and high-priority situations that may involve significant pressure and competing demands.
• Extended periods of sitting and computer use may be required.
• Position requires frequent use of a computer, keyboard, telephone, and other standard office equipment.
• Success in this role depends on strong organizational abilities, attention to detail, and effective multitasking in a dynamic environment.

Key Improvements

• Eliminated repetitive responsibilities and wording.
• Standardized formatting and tense throughout the document.
• Replaced informal phrasing with stronger executive-level language.
• Clarified qualifications and experience requirements.
• Reduced redundancy in confidentiality, communication, and organizational skill requirements.
• Modernized the working conditions section to align with current executive support roles.

The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive list of all responsibilities, skills, efforts or working conditions associated with a job.