Job Description

Executive Assistant – New Haven, CT

Overview:

We are looking for a dynamic and highly organized Executive Assistant to support our CEO. This pivotal role offers high visibility and the opportunity to contribute meaningfully to a fast-growing, mission-driven organization. The ideal candidate brings proven experience supporting C-level executives and excels in managing complex calendars, coordinating strategic initiatives, and maintaining seamless communication across leadership, board members, and key stakeholders.

Roles & Responsibilities

1. Communication Management

• Email Oversight & Summarization : Monitor, filter, and summarize daily emails. Flag urgent items and draft replies when appropriate.
• External Communication Support : Assist with composing professional correspondence (e.g., replies, meeting follow-ups, announcements).
• Announcements & Posts : Draft and distribute internal or external announcements, updates, and relevant information.

2. Scheduling & Coordination

• Calendar & Meeting Management :
• Coordinate and schedule internal and external meetings across multiple time zones.
• Send reminders, prepare agendas, and ensure proper follow-up.
• Travel Planning :
• Organize business trips including flights, accommodations, ground transportation, and itineraries.
• Event & Conference Registration :
• Handle registrations, documentation, and logistics for industry events, speaking engagements, or conferences.

3. Contact & Relationship Management

• CRM & Contact Organization :
• Compile and organize contact lists, business cards, and networking information.
• Maintain a log of key meetings, introductions, and follow-ups.
• Conversation & Meeting Tracking :
• Maintain records of key discussions, stakeholder interactions, and outcomes.

4. Administrative & Office Operations

• Daily Office Alignment :
• Serve as the central point of coordination for daily priorities, ensuring all tasks align with leadership needs.
• Document & File Management :
• Organize digital and physical files, including contracts, photos, letters, and receipts.
• Expense & Procurement Management :
• Prepare travel and office expense reports.
• Support office purchases and inventory management (e.g., equipment, supplies, snacks).

5. Logistics & Errand Support

• Errand Coordination :
• Handle tasks such as shipping, courier arrangements, food ordering, and local errands.
• Reservation Handling :
• Make restaurant and venue reservations for team meetings or executive functions.

6. Team & Culture Support

• Team Planning Assistance :
• Help coordinate team calendars, hiring plans, and onboarding schedules.
• Team Engagement & Culture :
• Organize team-building activities, retreats, and entertainment.
• Support initiatives to foster a positive and productive work environment.

7. Information Synthesis & Support

• Note-taking & Document Summarization :
• Attend meetings (as needed), take detailed notes, and summarize key takeaways.
• Assist in drafting summaries and briefings for reports, or communications.

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