Adam Red | Visual Identity

Executive Assistant Position Description

COMPANY Adam Red

POSITION TYPE Contract

REPORTS TO Principal & Chief Visionary Officer

LOCATION Remote

Adam Red is an Atlanta-based branding agency that helps visionary leaders tell stories and create experiences to inspire change, transform culture, and enrich lives. The Executive Assistant role is critical to the day-to-day function of the Principal & Chief Visionary Officer, allowing her to focus on high-level leadership and strategy.

This role will coordinate and manage executive scheduling and travel accommodations, prepare and organize important legal and strategic materials and plans, and support team meetings and the preparation of materials. This role serves as the eyes and ears of the CVO, connecting organizations, projects, and critical business information to the CVO, ensuring meetings and materials are efficient and effective and serving as a trusted partner to deliver against the priorities of the business.

The dynamic nature of this role requires that the ideal candidate have exemplary time management skills and the ability to identify and anticipate the CVO’s needs. The role must interact seamlessly and with a professional demeanor across a broad range of responsibilities skillfully utilizing technology to communicate and get things done. To perform this job successfully, the individual is expected to handle highly sensitive and confidential personal, financial, legal, personnel and company information while exercising professionalism and discretion.

Responsibilities

The Executive Assistant uses a variety of skills and knowledge to provide support to the CVO, which can include:

  • Work directly with the CVO to support all aspects of her daily work routine.
  • Draft, review and send communications on behalf of CVO.
  • Organize and prepare for meetings, including gathering documents and coordinating logistics.
  • Answer and respond to phone calls and communicate messages and information to the CVO.
  • Prioritize emails and respond when necessary.
  • Coordinate travel arrangements.Coordinate routine administrative tasks. Maintain project files, status updates, manuscript versions, and meeting summaries and handle routine phone calls, emails, and correspondence.
  • Maintain the CVO’s calendar, including scheduling meetings, appointments, speaking engagements, and travel (may include domestic and international) arrangements. Coordinate work with other Adam Red team members as needed, playing a key role in coordinating team efforts both within and outside the agency.
  • Assist in project planning, intake, prioritization, initiation, execution, and training, as well as fostering collaboration between end-users and key stakeholders.
  • Assist the CVO in developing presentations and white papers for internal and external audiences.
  • Determine priority of matters of attention for the CVO; redirect issues to the team, or handle cases personally, as appropriate.
  • Keep the CVO advised of time-sensitive and priority issues, ensuring appropriate follow-up.
  • Routinely perform a wide variety of support duties.
  • Handle printing, faxing, mail/overnight packages, copying, filing, and email/messages.
  • Sort and triage mail; maintain e-mail and other address directories.
  • Compose and prepare letters relating to routine correspondence for the CVO’s signature.
  • Schedule departmental meetings; assist in the preparation and distribution of meeting agendas and materials.
  • Transcribe source material, and prepare documents, reports, tables, and charts; distribute as appropriate.
  • Prepare, reconcile, and submit expense reports.
  • Maintain paper and electronic filing systems.
  • Maintain confidential and sensitive information.
  • Attend meetings in-person, Zoom, or recorded and take notes of discussion; prepare the initial draft of minutes and summaries.
  • Complete various special projects, including creating PowerPoint presentations, financial spreadsheets, special reports, and agenda material.
  • Other additional and/or alternative duties as assigned from time to time, including supporting other departments or Executives as needed.

Requirements

  • A detail-oriented self-starter with prior experience with a creative or technology team
  • Proven working experience in administrative support or production assistance
  • Someone who exhibits sound judgment with the ability to prioritize and make decisionsEnergetic and eager to tackle new projects and ideas
  • Comfortable interacting with high-level executives
  • A team player capable of cultivating productive working relationships across the agencyResourceful, can-do attitude
  • Thrives in a fast-paced environmentBachelor’s degree preferred
  • Three to five years’ prior experience in supporting a senior executive or team
  • Exceptional writing, editing, and proofreading and verbal communication skills
  • Excellent organization and time-management skills including attention to detail and multi-tasking skills
  • Educational background, preferably in the fields of business, journalism, project management, communications, and marketing or related fields
  • Computer savvy with PC and Mac operating systems with a solid working knowledge of Microsoft Office, Google Apps, project management software, and familiarity with web applications
  • Creative thinking and problem-solving ability
  • Good listening skills
  • Flexibility and willingness to adapt to changes
  • Patience and the ability to maintain a professional demeanor under pressure