Executive Assistant

We are seeking an experienced executive administrative assistant to support our C-Suite Executive team. The ideal candidate will display a professional and polished demeanor and exhibit an exceptional commitment to accuracy, detail, and follow-through. They are capable of handling details of a highly confidential and critical nature; organize information for use in discussions or meetings with executives, board members, and outside individuals; and coordinates activities between departments and outside parties. Additionally, the position requires someone who can quickly learn and retain in-depth knowledge of company operations, policies, and procedures to ensure continued business continuity across our executive leadership team.

Note: This position is onsite at our Washington D.C. Headquarters

Travel and Expense Management:

• Manage travel arrangements for C-suite executives, including booking flights, accommodations, and transportation.
• Prepare and submit expense reports for C-suite executives, ensuring accuracy and compliance with company policies.
• Handle any travel-related issues or changes promptly and efficiently.

Calendar Management:

• Maintain and manage the calendars of C-suite executives, scheduling meetings, appointments, and events.
• Coordinate and prioritize executive schedules to ensure efficient time management.
• Handle meeting invitations, confirmations, and follow-ups.

Board Meetings:

• Responsible for exceptional attention to detail in corporate board meeting planning and facilitation. Requires understanding of board governance principles and practices and proven experience in facilitating high-level meetings.
• Assist the Chief of Staff with board meeting preparations, including compiling agendas, presentations, and reports.
• Coordinate logistics for board meetings, including venue arrangements, catering, technology setup, and travel accommodations for board members.
• Take thorough and accurate minutes during board meetings, tracking resolutions, follow-ups, and ensuring accountability for decisions made.
• Ensure all materials are distributed to board members in a timely manner.

Communication and Correspondence:

• Draft, review, and send communications on behalf of C-suite executives.
• Handle incoming and outgoing correspondence, including emails, letters, and phone calls.
• Maintain confidentiality and discretion in all communications.

Project Management:

• Assist with special projects and initiatives as assigned by C-suite executives.
• Track project progress and ensure deadlines are met.
• Coordinate with various departments to gather information and support project execution.

Office Management:

• Oversee the administrative functions of the executive office, ensuring smooth operations.
• Maintain office supplies and equipment, liaising with vendors as needed.
• Handle any administrative issues or requests from C-suite executives.

Event Coordination:

• Plan and execute executive-level events, including meetings, conferences, and social gatherings.
• Coordinate logistics, including venue selection, catering, and transportation.
• Active member of social committee, working with “Neighborhood” committee for event planning.
• Coordinate with executives for attendance at Company events.

Required Software Skills:

• High proficiency in Microsoft 365 product suite
• Concur travel/expense management

Additional Requirements:

• Bachelor’s degree required
• 5+ years of experience in supporting multiple C-level executives in a multinational environment.
• A detail-oriented self-starter with exceptional skills in communication, organization, project and time management.
• Maintain confidential and sensitive information.
• Experience in logistical and preparatory aspects of board meetings including scheduling, agenda creation, document preparation and distribution, meeting management and ongoing communications.
• Committed, professional, team player with outstanding attention to detail, follow-through and one who consistently exhibits a high level of professionalism in appearance and behavior.
• Strong interpersonal skills to build and maintain relationships with executives, board members, and other stakeholders with the ability to anticipate the needs of executives and take initiative to address them.
• Flexibility and adaptability to changing priorities in a fast-paced global work environment.

Work Environment:

• Cultural competence to work effectively in a diverse and global environment
• May require light travel as needed.

Consilio’s True North Values

• Excellence
  We strive to make every client our advocate
• Passion
  We DO because we CARE
• Collaboration
  We win together through teamwork and communication
• Agility
  We flex, adapt and embrace change
• People
  We value, respect and invest in our teammates
• Vision
  We create clarity of purpose and a clear path forward

Consilio, LLC is an EEO/Affirmative Action Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability or any other legally protected status.