Job Description
Executive Assistant – New Haven, CT
Overview :
We are looking for a dynamic and highly organized Executive Assistant to support our CEO. This pivotal role offers high visibility and the opportunity to contribute meaningfully to a fast-growing, mission-driven organization. The ideal candidate brings proven experience supporting C-level executives and excels in managing complex calendars, coordinating strategic initiatives, and maintaining seamless communication across leadership, board members, and key stakeholders.
Roles & Responsibilities
1. Communication Management
- Email Oversight & Summarization : Monitor, filter, and summarize daily emails. Flag urgent items and draft replies when appropriate.
- External Communication Support : Assist with composing professional correspondence (e.g., replies, meeting follow-ups, announcements).
- Announcements & Posts : Draft and distribute internal or external announcements, updates, and relevant information.
2. Scheduling & Coordination
Calendar & Meeting Management :Coordinate and schedule internal and external meetings across multiple time zones.Send reminders, prepare agendas, and ensure proper follow-up.Travel Planning :Organize business trips including flights, accommodations, ground transportation, and itineraries.Event & Conference Registration :Handle registrations, documentation, and logistics for industry events, speaking engagements, or conferences.3. Contact & Relationship Management
CRM & Contact Organization :Compile and organize contact lists, business cards, and networking information.Maintain a log of key meetings, introductions, and follow-ups.Conversation & Meeting Tracking :Maintain records of key discussions, stakeholder interactions, and outcomes.4. Administrative & Office Operations
Daily Office Alignment :Serve as the central point of coordination for daily priorities, ensuring all tasks align with leadership needs.Document & File Management :Organize digital and physical files, including contracts, photos, letters, and receipts.Expense & Procurement Management :Prepare travel and office expense reports.Support office purchases and inventory management (e.g., equipment, supplies, snacks).5. Logistics & Errand Support
Errand Coordination :Handle tasks such as shipping, courier arrangements, food ordering, and local errands.Reservation Handling :Make restaurant and venue reservations for team meetings or executive functions.6. Team & Culture Support
Team Planning Assistance :Help coordinate team calendars, hiring plans, and onboarding schedules.Team Engagement & Culture :Organize team-building activities, retreats, and entertainment.Support initiatives to foster a positive and productive work environment.7. Information Synthesis & Support
Note-taking & Document Summarization :Attend meetings (as needed), take detailed notes, and summarize key takeaways.Assist in drafting summaries and briefings for reports, or communications.