Executive Assistant

Your Challenge:

Definitive is looking for an experienced Executive Assistant to the CEO and CFO. This is an exciting role because, in addition to the day-to-day responsibilities of an Executive Assistant, this role also works with the CEO, CFO, and General Counsel to support Board Communication and Materials, Investor and Shareholder communication, as well as overseeing a small team of administrative assistants supporting other leaders. The ideal candidate is detail oriented, articulate, enjoys project management, and is capable of managing their workload and prioritizing tasks in a fast-paced corporate environment. 

Here are some things you will tackle: 

As a key partner to the Executive Team, this is responsible and accountable in four key areas.  

1. Day-to-day administrative tasks 

• Maintain calendar and schedule for executives 
• Coordinate and book meetings and appointments, arranging sessions with multiple parties and groups 
• Collect and prepare information, agendas, and presentations for meetings with internal staff and outside parties 
• Design, produce and update complex documents, reports, slide decks, and presentations 
• Coordinate and book travel, compile documents for travel-related activities, and complete expense reports  
• When required, maintain minutes for meetings and uphold a strict level of confidentiality  
• Research, prioritize, and follow up on issues and concerns directed by executives, including those of a sensitive or confidential nature. Assist in the appropriate course of action or response  
• Provide general administrative/backup support, including covering reception and phone lines, welcoming guests and customers, scheduling conference rooms, and collecting mail, packages, or supplies 
• Assist in internal and external audits 
• Compose and prepare correspondence and craft first draft of certain emails 
• Assist with special projects and deliverables in support of department initiatives (e.g., QBR’s)

2. Board-level communication and materials 

• Maintain the Corporate Calendar, including Board meetings, as well as the Audit, Compensation, and Governance committees 
• Manage communication with board member availability for proposed dates, processing of expenses, and other miscellaneous needs. 
• Review and upload final materials in to Diligent Secure Board Portal 
• Track Board and Committee Meeting Minutes, attendance, obtain signatures and update log 
• Assist the Legal department with D&O Questionnaires 
• Create Disclosure Committee Questionnaires in Microsoft Forms 
• Manage the Whistleblower Website, including tracking messages/complaints 

3. Investor and shareholder communications 

• Coordinate and participate in quarterly earnings calls  
• Coordinate all Investor events including conferences, investor calls, analyst calls 
• Track all dates of investor contact and notes 
• Responsible for Investor Relations Website updates including Board and Committee members, Company Management and Company Policies 
• Proof earnings press releases for correct date, time and dial in numbers 

4. In addition to the above, you will lead our administrative team by managing 2 administrative assistants. This includes: 

• Supervise and prioritize their efforts 
• Assist in planning for the company and department-sponsored events (e.g., sales kickoff, President’s clubs, holiday parties)
• For cross-functional efforts (e.g., board presentations), coordinate presentation updates and reviews while managing project timelines 
• Coordinate executive-level meetings and company-wide meetings/town halls.  

What you’ll need: 

• Strong organizational, project management, and problem-solving skills with impeccable multi-tasking abilities 
• Proficiency in cross-departmental collaboration 
• Ability to handle an unstructured, rapidly changing environment 
• Advanced Microsoft Office skills (especially Powerpoint), with an ability to become familiar with firm-specific programs and software 
• 10+ years of experience as an Executive Assistant reporting directly to senior management