OPPORTUNITY
The Executive Assistant (EA) will provide comprehensive, high-level administrative support to the Principal and Co-Founder of The Castle Group. This pivotal role demands a highly organized and proactive professional who can manage a wide range of responsibilities with discretion and professionalism. The EA will play a crucial role in ensuring the Principal’s time and focus are optimized through efficient scheduling, clear communication, and project coordination. The ideal candidate will excel at managing competing priorities, fostering relationships with internal and external stakeholders, and enhancing executive and operational efficiencies.
RESPONSIBILITIES
Executive & Calendar Management
- Serve as the primary point of contact for the Principal and Co-Founder, managing a complex calendar, coordinating appointments, and setting up high-priority meetings with internal and external stakeholders.
- Conduct weekly check-ins with the Principal to align on priorities, upcoming commitments, and time allocations to ensure maximum effectiveness.
- Prioritize and manage scheduling conflicts, protecting the executive’s time for strategic initiatives.
Communication & Correspondence
- Manage emails, calls, and correspondence on behalf of the Principal, ensuring timely and appropriate responses.
- Prepare high-quality documents and meeting briefs to support the Principal’s interactions with key stakeholders.
- Conduct research on new business opportunities, providing the Principal with relevant insights and background information to support strategic discussions.
- Foster and maintain positive relationships with key stakeholders, representing the Principal in a professional manner and ensuring smooth coordination.
- Exercise discretion in handling sensitive or confidential information, maintaining the highest levels of confidentiality and trust.
Travel & Meeting Coordination
- Coordinate all travel logistics for the Principal, including booking flights, arranging accommodations, and preparing detailed itineraries, ensuring that all travel details are accurately added to the Principal’s calendar for seamless reference.
- Organize and prepare materials for meetings, including agendas, presentations, and briefing documents, while overseeing the logistics of on-site and off-site meetings, conferences, and events.
Project Management & Special Initiatives
- Track and assist in managing the progress of critical projects, coordinating across teams to meet deadlines, ensure deliverable quality, and maintain project momentum.
- Oversee CRM and overall database management, ensuring accurate and up-to-date records
- Oversee special projects and initiatives, including supporting the continued growth and success of ‘Mission to Motion.’
- Support the agency’s awards program in partnership with the Managing Director, coordinating submissions and ensuring alignment with agency goals.
- Take on special projects as assigned, providing research, reporting, and support to streamline processes and facilitate executive decision-making.
Event Coordination & Culture Initiatives
- Oversee the agency’s involvement in community and client events, managing registration, logistics, attendance, and related email correspondence, with a strong focus on ensuring tables are filled for member and organization events to maximize agency representation.
- Support internal cultural activities, including monthly team lunches, milestone celebrations, DE&I initiatives, and team-building events.
- Order agency and client gifts, including donations and contributions, as needed.
- Play an active role in the agency’s Culture Committee, contributing to initiatives that promote a positive and inclusive work environment.
Office & Operational Support
- Ensure smooth office operations, including managing office supply inventory, coordinating with vendors, troubleshooting office equipment, and managing office space arrangements.
- Oversee agency technology platforms (e.g., Zoom, Microsoft Teams, Skedda), liasing with IT as needed to provide support and troubleshooting issues, enhancing productivity.
- Handle incoming calls and inquiries, routing them as appropriate, and managing the general agency mailbox.
- Identify and implement strategies to streamline administrative processes, address operational challenges, and foster a culture of continuous improvement across the agency, supporting the effectiveness of both the agency’s and Principal’s operations.
HR & Administrative Support
- Assist Director of HR & Operations with key activities, such as preparing onboarding materials, coordinating service-specific introductory meetings, and intern time tracking.
- Support employee engagement efforts by tracking work anniversaries, birthdays, and other milestones, fostering a culture of recognition and appreciation.
QUALIFICATIONS
- Bachelor’s degree or equivalent work experience.
- 5+ years of experience providing administrative support, ideally in an agency setting
- Exceptional organizational and time-management skills, with the ability to manage multiple priorities in a fast-paced setting.
- Excellent written and verbal communication skills.
- Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office management tools. Knowledge of SharePoint and OneDrive a plus.
- Strong technical aptitude and skills (Zoom, Microsoft Teams, other video conferencing platforms).
- High level of discretion and confidentiality.
- Ability to work independently, anticipate needs, and make decisions with minimal supervision.
