Executive Assistant

Swooped; United States; Remote; USD 100,000 - 104,000; Full time

Job summary

Swooped is seeking an Executive Assistant to support C-level executives within a dynamic environment. The role entails managing complex schedules, organizing travel, and handling sensitive matters with discretion. Ideal candidates will possess strong organizational skills, communication abilities, and a proactive attitude towards problem-solving.

Qualifications

• 5-10 years’ experience supporting C-Level Executives.
• Ability to handle confidential information with discretion.
• Strong IT troubleshooting knowledge.

Responsibilities

• Manage executive calendar and travel plans.
• Communicate on behalf of executives with stakeholders.
• Conduct research and follow up on sensitive issues.

Skills

Strong organizational skills

Excellent attention to detail

Strong written and verbal communication

Problem-solving skills

Tools

Microsoft Office

Adobe Acrobat

Job description

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Our client believes in empowering every individual to make an impact. Here, your voice is heard, your ideas are valued, and your unique perspective fuels collective success. As part of a global team, you'll thrive in an environment that champions curiosity, collaboration, and innovation, all while making meaningful contributions to the brands the company accelerates.

Join in shaping the future of communication and building authentic connections that matter. Whether you're solving complex problems or driving bold innovations, your growth is considered a success, and together, you’ll create the conversations of tomorrow.

Empower your impact at the company. Be seen, be understood, be you.

About The Role

Reporting directly to C-level executives and provides professional executive support and is the primary point of contact for internal and external partners on all matters pertaining to executives. He/she coordinates executive outreach, organizes external relations efforts, and oversees special projects. The EA must be creative and enjoy working in an environment that is fast paced, results-driven and requires exercising good judgment in a variety of situations. Strong written and verbal communication is essential as well as above par administrative and organizational skills with the ability to maintain a realistic balance among multiple executives. The EA must be able to work independently on projects from conception to completion while under pressure and handle a wide variety of activities and confidential matters with discretion.

Responsibilities

• Completes a broad variety of administrative tasks for executives including but not limited to: managing a challenging calendar of appointments; completing expense reports; arranging complex domestic and international travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
• Plans, coordinates and ensures executives’ schedule is followed and respected. Executes "gatekeeper" and "gateway" roles, creating win-win situations for direct access to the executive's time and office.
• Communicates directly and on behalf of the executive with board members, clients, customers, the public at large, internal staff members and others on matters related to company initiatives.
• Research, prioritize, and follow-up on incoming issues and concerns including those of a sensitive or confidential nature. Determines the appropriate course of action, referral, or response.
• Works closely and effectively with executives to keep him/her well informed of upcoming commitments and responsibilities and follows up as appropriately. Acts as a "barometer," keeping a pulse on the organization while having a sense for issues taking place and keeping executives updated.
• Ensure executives remain relevant and visible to the organization via different internal social media means, company newsletters, corporate calendar, and other effective means. Research and implement new ways for the executive office to be visible and approachable to staff members across the global organization.
• Provides strategic leadership to build relationships crucial to the success of the organization and manages a variety of special projects for executives that have positive impacts on the organization.
• Prioritizes conflicting needs while handling matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.

Qualifications

• Strong work tenure: 5-10 years’ experience supporting C-Level Executives and Office of the President & CEO.
• Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms.
• Solid IT trouble-shooting knowledge for basic computer operating systems and equipment.
• Deliver Results
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
• Take the initiative to go beyond expectations without being asked.
• Makes decisions and responds in a timely manner.
• 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.
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.

Know the Company

Stays knowledgeable in current and developing policies, practices, trends, technology, products and information affecting the business.

Focuses on compliance adherence and protects customers, applicants, and the organization.

Build Relationships

Influences others’ behaviors and actions in a positive way.

Acts to preserve relationships, even under difficult or heated circumstances.

Relates well to others in an open and respectful manner at all levels in the organization.

Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, and external partners.

Communicate with Purpose

Expert level written and verbal communication skills. Inform others through concise and timely communications.

Actively listens to multiple diverse groups by trying to hear and respond in a collaborative way.

Demonstrates diplomacy and tact through all interactions whether internal or external.

Demonstrates proactive approaches to problem-solving with strong decision-making skills. Capable of solving problems to drive a positive impact for business.

Identifies innovation and uses critical thinking skills when managing day-to day operations.

Implements change by adopting new processes, procedures, and products as efficiently as possible.

Demonstrates a positive attitude towards change with others.

Lead Self

Conducts frequent development discussions seeking feedback to foster personal growth.

Develops and drives their career goals according to strategic priorities.

Grows self-awareness by knowing their strengths and weaknesses.

Continuously learns and seeks out opportunities to develop within his/her role, department, and function.

As a global leader in PR, marketing and social media management technology and intelligence, the company helps brands and organizations to identify, connect and engage with customers and stakeholders to drive business results. A network of over 1.1 billion influencers, in-depth monitoring, analytics and its social media platforms headline a premier suite of solutions. The company has offices in 24 countries throughout the Americas, EMEA and APAC. For more information about the company's award-winning solutions, including its next-gen Communications Cloud, visit the company's website and follow on Twitter.

The company is committed to fostering an inclusive environment where all employees can be their authentic selves and perform at their best. They believe diversity, equity, and inclusion is vital to driving the company's culture, sparking innovation and achieving long-term success. The company is proud to have joined more than 600 companies in signing the CEO Action for

For Individuals based in New York, Illinois, Colorado, Washington, and California, the company is required to disclose a salary range for this role. This compensation range is specific to these states, however base pay may vary depending on a range of relevant factors.

Salary Range

New York Pay Range - $100,000—$104,000 USD

Chicago Pay Range - $100,000—$104,000 USD

Note:

“We are not the EOR (Employer of Record) for this position. Our role in this specific opportunity is to connect outstanding candidates with a top-tier employer. Swooped helps candidates around the world to discover and stay focused on the jobs they want until they can complete a full application in the hiring company career page/ATS.”

Seniority level

• Seniority level

  Director

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative and General Business

• Industries

  Computer and Network Security and Technology, Information and Media

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