Executive Assistant

The Executive Assistant plays a pivotal role in facilitating the efficient operation of the CEO's office. This position involves managing the CEO's client meeting calendars, coordinating and actively managing travel arrangements, entering time billing information, and overseeing the CEO's email inbox. This requires exceptional organizational skills, attention to detail, and the ability to handle multiple tasks simultaneously in a fast-paced environment. Effective, positive, professional, and collaborative communication and discretion are paramount, as the Executive Assistant serves as a key liaison between the CEO, internal teams, clients, and external partners, contributing to the overall success and productivity of the Executive Team and the Design Team.

CORE RESPONSBILITIES

• Maintain and manage the CEO’s calendar, scheduling appointments, meetings, and ensuring all necessary preparations are completed in advance.
• Monitor and manage the CEO’s email inbox, including responding on behalf of the CEO, alerting him to important email contents, and delegating tasks to staff as necessary. Ensure timely dissemination of information and task delegation based on email correspondence. Remind CEO of any critical emails as his schedule may not have allowed him time to review email flagged in his inbox.
• Coordinate all travel arrangements for the CEO, including booking air, car, train, and hotel accommodations. Source trip itineraries and handle both company and some personal trip planning. Revise travel arrangements as often required. Monitor and assist staff travel as needed when accompanying the CEO.
• Create itineraries for business and some personal travel as required.
• Track and record the CEO’s company expenses, conducting monthly meetings with the accounting department for reconciliation and reporting purposes.
• Maintain travel receipts and records for reconciliations with Accounting Department. Including Client reimbursable expenses.
• Monitor and track the CEO’s time for billing purposes, generating weekly utilization reports on billing numbers to facilitate financial management.
• Contribute to business development efforts by assisting the CEO in managing new leads, tracking the client onboarding process, and nurturing client relationships.
• Maintain and foster relationships with personal, client, and vendor contacts, ensuring clear communication and timely follow-up.
• Reconcile CEO’s credit card expenses with Accounting.
• Provide support for general office maintenance and technical issues, assisting with troubleshooting and resolution as needed.
• As needed, coordinate breakfast, lunch, and coffees for CEO
• Occasionally provide support for personal items, such as holiday and special occasion gifting, dinner arrangements, etc

QUALIFICATIONS      

• Bachelor’s Degree in Business Admin, Management or related
• Minimum 10+ years’ experience as an executive administrative assistant, with increasing levels of responsibility.
• Excellent organizational skills and the ability to manage multiple projects simultaneously while adhering to deadlines.
• Effective verbal and written communication skills are crucial for collaborating with team members, clients, and external stakeholders.
• Ability to prioritize and multitask
• Exceptional interpersonal and social skills, high emotional intelligence and self-awareness, and excellent collaboration skills
• Ability to maintain professionalism in all
• Ability to manage urgent matters and ability to discern what is an urgent matter.
• Proven ability to efficiently manage travel arrangements (with international travel experience helpful), including booking flights, hotels, transportation, and coordinating itineraries for individuals or groups, with a keen eye for detail and cost-effectiveness.
• Proficient in exercising discretion and maintaining confidentiality in sensitive situations, with a keen ability to observe and uphold confidentiality protocols and guidelines.
• On occasion, this role will need to be available off-hours to coordinate CEO travel
  

COMPENSATION

This is a full-time, hourly position. Compensation commensurate with experience.

BENEFITS

• WRJ covers 75% of the employee’s medical insurance premium and 50% of the employee’s dental and vision premiums
• 401k and profit-sharing plan
• Paid holidays
• 10 days of PTO
• Paid holiday closure during the week between Christmas and New Year's Day
• Purchasing: After 1 year of employment, employees can purchase items at the Firm’s cost
• Eligible for an annual bonus based on company profitability and your commitment to our core values

CORE VALUES

WRJ is committed to our core values.  We recruit team members who also committed to these values.  Our core values are:

• Creating Beauty: We create visually compelling and stimulating design that inspires the soul. Quality, craftsmanship, harmony, natural materials and exceptional design, experience and service, are the DNA of who we are.
• Passion For Knowledge: We enthusiastically encourage everyone on the WRJ team to further their knowledge and understanding of their respective areas of expertise. We seek out sources and travel the world in search of inspiration. Our team proactively and creatively solves problems and draws upon their own experience for the mutual benefit to ourselves and our clients.
• Internal Compass: We are dedicated to individual initiative and creative thinking within a team framework that emphasizes professional respect and collaboration; always striving to go above and beyond to meet our goals.

SUBMISSION REQUIREMENTS

To apply for the position, submit your resume and cover letter to this posting. No phone inquiries please.

WRJ is an equal-opportunity employer committed to creating a diverse workforce. We provide equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, gender identity, national origin, age, disability, genetic information, marital status, service member status, amnesty or status as a covered veteran, or any other protected classification under applicable federal, state, and local laws.

This position is subject to a background check for any convictions directly related to its duties and responsibilities.  Only job-related convictions will be considered and will not automatically disqualify the candidates.