As the Executive Assistant to the CEO at Allegheny Alliance, you will provide comprehensive administrative support to the Chief Executive Officer (CEO) and play a crucial role in ensuring the smooth functioning of the executive office. You will handle a wide range of administrative tasks, manage the CEO’s schedule, and facilitate effective communication between the CEO and internal/external stakeholders. Your professionalism, attention to detail, and ability to handle sensitive and confidential information will contribute to the overall success of our organization.

Responsibilities:

1. Administrative Support:
   • Manage the CEO’s calendar, schedule appointments, and coordinate meetings, ensuring efficient time management.
   • Arrange and coordinate travel, accommodations, and logistics for the CEO’s business trips and events.
   • Prepare and edit correspondence, reports, presentations, and other documents on behalf of the CEO.
   • Handle incoming calls, emails, and other communications, prioritizing and responding as appropriate.
   • Maintain an organized filing system and ensure proper documentation and confidentiality of sensitive information.
2. Meeting Coordination and Support:
   • Coordinate and schedule board meetings, executive meetings, and other high-level meetings.
   • Prepare meeting agendas, compile relevant materials, and distribute pre-meeting documents to attendees.
   • Attend meetings, take minutes, and prepare accurate and timely meeting summaries or action items.
   • Follow up on action items and ensure appropriate execution and timely completion.
3. Communication and Relationship Management:
   • Serve as the primary point of contact between the CEO and internal/external stakeholders.
   • Manage correspondence and inquiries, ensuring timely and professional responses.
   • Build and maintain positive relationships with key stakeholders, including board members, senior executives, clients, and partners.
   • Coordinate and facilitate internal and external communications on behalf of the CEO.
4. Project Support and Coordination:
   • Assist the CEO in researching, planning, and executing special projects or strategic initiatives.
   • Conduct background research, compile data, and prepare reports or presentations as required.
   • Support the CEO in preparing for speaking engagements, conferences, or public appearances.
5. Confidentiality and Discretion:
   • Maintain the highest level of confidentiality regarding sensitive information and documents.
   • Exercise sound judgment and discretion when handling confidential matters.
   • Proactively identify and address potential issues or challenges, ensuring smooth operations.

Qualifications and Skills:

• Bachelor’s degree in Business Administration, Communications, or a related field (preferred).
• Proven experience as an Executive Assistant or in a similar role supporting top-level executives.
• Strong organizational and time-management skills, with the ability to prioritize tasks effectively.
• Excellent verbal and written communication skills, including professional phone and email etiquette.
• Exceptional attention to detail and accuracy in all work.
• Proficiency in using productivity tools, such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to work independently, multitask, and meet deadlines in a fast-paced environment.
• Strong problem-solving skills and the ability to anticipate needs and provide proactive support.
• Demonstrated ability to maintain confidentiality and exercise discretion.
• Professional demeanor and strong interpersonal skills to build effective relationships at all levels.

Note: The job description provided above is a general overview of the responsibilities and qualifications typically associated with the role of an Executive Assistant to the CEO.