Purpose

The Executive Assistant at Allonnia serves under the direction of the CEO to steward and execute high level administrative work, project coordination and personal assistant needs. Candidates must be sharp, confident and reliable. This is a challenging and dynamic role requiring a highly discreet and professional individual with extremely strong organizational, analytical and interpersonal skills who can develop an understanding of the CEO’s priorities/commitments, anticipate her needs and truly impact her daily productivity.

The ideal candidate will be well-versed in general office procedures with the ability to communicate effectively and thrive in a fast-paced business environment. To succeed in this role, the candidate must have strong verbal/written communication skills along with sharp anticipatory skills and stellar time management abilities while working in a team environment. This position is an exciting opportunity for a seasoned Executive Assistant to work within a growing company that takes great pride in their culture and the potential to truly impact the world around us. This role will be hybrid with about 4 days in the office. 

Responsibilities & Measurable Accountabilities

 Communication/Calendar Management

•  Manage communications for the CEO including incoming/outgoing emails, calls and inter-office requests as well as screening callers and responding to inquiries where appropriate. Answer standard e mails and inquiries on behalf of the CEO.
• Be a gatekeeper and partner with the CEO to handle communication flow between teams.
• Manage the CEO’s complex schedule requirements, including the management of calls, meetings, video conferences, travel and appointments to ensure optimal use of time.

Meeting Coordination

•  Organize and manage meetings, including agenda preparation, presentation support, and follow-up on action items.
• Arrange for meals for internal and external meetings as well as employee weekly lunches.
• Support travel arrangements for executives, board members, and customers.
• Coordinate Advisory and Board meetings.

Office Management

• Maintains the appearance of common areas in alignment with the Allonnia brand.
• Order food supplies for the office and ensure the canteen is adequately stocked.
• Ensure Mail is distributed to appropriate person/people promptly.
• Serve as point of contact for Allonnia.
• Provides backup to Facility Manager as needed (fobs, package receipt).

Visitor Management

• Maintains visitor process.
• Welcome visitors and partner with HR and/or the host to provide a good visitor experience.
• Arrange for hotels, transportation, and travel requirements for visitors.

Project Assistance/Data Analysis

• Provide presentation support through the compilation and assembly of draft slides for CEO presentations.
• Act as the main liaison between the CEO and internal/external stakeholders, ensuring smooth and professional communication.
• Provide data support as needed for projects and communications efforts.
• Oversee the management of confidential documents and agreements, ensuring proper documentation and communication. This includes documentation of NDA’s and contracts.

JOB CODE: 1000071