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Citynet · 4 hours ago

Executive Assistant to the CEO

Long Beach, CA

Full-time

Hybrid

Senior Level

$90K/yr - $94K/yr

5+ years exp

City Net is an organization seeking an Executive Assistant to the CEO who will serve as a strategic partner to the CEO, assisting in executive decision-making and ensuring optimal organizational functioning. The role involves managing communications, schedules, stakeholder relationships, and administrative tasks while exercising discretion and independent judgment.

Cyber SecurityInformation TechnologyIT ManagementMarketingTelecommunicationsUnified CommunicationsVoIPWireless

Responsibilities

Triage communications, both incoming and outgoing

Draft correspondence, make calls, and handle inquiries, on behalf of the CEO, exercising discretion and independent judgment with minimal or no oversight

On behalf of the CEO, independently evaluate, prioritize, and resolve the most critical communication needs and issues, and escalating them if appropriate

Manage the CEO's schedule, both in-person and virtual, including appointments, meetings, and events, to align executive time with organizational priorities

Arrange travel, including booking flights, ensuring accommodations, and creating itineraries, and proactively assess and adjust travel and meeting plans to minimize disruption to key financial and operational activities

Serve as a bridge between the CEO and stakeholders, both internal and external

Maintain strong, professional relationships with internal and external partners

Independently identify and address issues raised by stakeholders that have potential organizational impact, and recommend solutions or next steps to the CEO

Ensure timely responses to urgent questions, exercising discretion and independent judgment, including responding on the CEO's behalf

Represent the organization in meetings in which the CEO cannot be present

Support the Board of Directors in partnering with stakeholders, both internal and external

Manage and maintain accurate, confidential records with the highest level of discretion and security

Contribute to the preparation of budgets, forecasts, and audits, and any other necessary reporting by gathering, organizing, and reviewing information, and by utilizing discretion and independent judgment to identify variances or issues for the CEO’s review

Maintain and refine internal business and administrative workflows to improve efficiency, accuracy, and compliance with organizational requirements

Ensure accessibility of important records, including contracts and emails, through thorough organization

Independently manage special projects of organizational significance by coordinating resources, setting timelines, monitoring progress, and synthesizing findings and recommendations for the CEO

Provide guidance and direction to organizational leadership on priorities, processes, and deliverables, as delegated by the CEO and the Board of Directors, to ensure optimal business function

Oversee the coordination and provision of documentation for internal and external audits, ensuring completeness, accuracy, and timely submission

Consistently meet all assigned goals and proactively identify improvements to department effectiveness and outcomes

Comply with all contracts, funder requirements, and organizational policies and procedures

Represent KCI/City Net in a professional manner

Qualification

MS 365 SuiteExpense reporting softwareVerbal communicationWritten communicationAdministrative organizationStakeholder liaisonProject management

Required

5-7 years of highly relevant experience

Confident and efficient skills in MS 365 Suite (Outlook, Excel, SharePoint, etc.)

Proficiency with expense reporting software (e.g., Expensify, RAMP, etc.), and similar computer applications

Excellent verbal and written communication skills

Preferred

bachelor's degree preferred; in lieu of a degree, a minimum of 6 years' progressively responsible experience in a non-profit Administrative and/or Business capacity