Executive Administrative Assistant, CEO

POSITION PROFILE

The Executive Assistant to the CEO serves as a trusted strategic partner responsible for providing high-level administrative, operational, and organizational support to the Chief Executive Officer. This role manages executive priorities, facilitates effective communication, coordinates critical business activities, and ensures the efficient operation of the CEO's office.

The Executive Assistant acts as an extension of the CEO, demonstrating exceptional judgment, discretion, professionalism, and business acumen while interacting with internal and external stakeholders, including senior executives, board members, clients, investors, and business partners.

JOB DUTIES AND RESPONSIBILITIES

· Manage the CEO's complex calendar, ensuring alignment with organizational priorities and strategic objectives.

· Coordinate domestic and international travel arrangements, including itineraries, accommodations, and logistics, manages executive expenses and other invoices.

· Prioritize appointments, meetings, and commitments to maximize executive effectiveness.

· Prepare briefing materials, agendas, presentations, and reports for meetings and events.

· Monitor and manage incoming communications, correspondence, and requests on behalf of the CEO.

· Support the CEO in executing strategic initiatives and business priorities.

· Track action items, deliverables, and key decisions arising from executive meetings.

· Assist in preparing executive communications and presentations for leadership meetings, town halls, and external engagements.

· Conduct research and compile information to support decision-making.

· Serve as a liaison between the CEO and executive leadership team.

· Handle sensitive matters with confidentiality and professionalism.

· Plan and coordinate executive leadership meetings, board meetings, strategic planning sessions, and offsite events; takes minutes during board meetings and distributes to relevant parties

· Manage logistics for executive presentations, conferences, and company-wide events.

· Ensure meeting objectives, materials, and follow-up activities are effectively coordinated.

· Capture and distribute meeting notes, decisions, and action plans as needed.

· Handle highly sensitive business, financial, personnel, and organizational information with discretion.

· Exercise sound judgment in prioritizing issues and escalating matters appropriately.

· Anticipate the CEO's needs and proactively address challenges before they arise.

· Maintain the highest standards of professionalism, integrity, and confidentiality.

· Support other executives with calendar maintenance, meeting scheduling, travel arrangements and expense reimbursement processes

QUALIFICATIONS (Education, Experience, and Certifications)

Typically Required:

· Requires a high school diploma or equivalent

· Associate’s degree or equivalent preferred

· Requires minimum of 7+ years’ experience supporting Senior Level Executives

· Requires minimum of 10+ years of experience in the field or in a related area

· Proven ability to thrive in a fast-paced, highly confidential environment

· Requires some overnight travel

· May require work outside of normal business hours

KNOWLEDGE, SKILLS AND ABILITIES

· Must excel at managing competing priorities, anticipating executive’s needs and building trusting relationships throughout the organization.

· Advanced knowledge of MS Office skills including Word, PowerPoint and Excel are required.

· Excellent oral and written communication skills and command of the English language.

· Ability to maintain confidential information.

· Must exhibit executive professionalism/business maturity, solid work ethic, excellent judgment and organizational skills with the ability to deal with sensitive matters and to maintain confidentiality.

· Enhanced attention to detail and meeting deadlines

· Analytical ability required gathering and summarizing data for reports, finding solutions to various administrative problems, and prioritizing work in a fast-paced environment

· Ability to handle sensitive interpersonal situations.

· Ability to develop and maintain effective working relationships with others at the Senior Executive level.

· High level of flexibility, reliability and dependability

· Possesses interpersonal skills necessary to deal courteously and effectively with a diverse group of professionals from Ricoh operating companies, acquisition prospects, Ricoh staff and others.

· Possesses outstanding organizational and time management skills with the ability to anticipate CEO’s needs.

WORKING CONDITIONS, MENTAL AND PHYSICAL DEMANDS

· Typically works in an office environment with adequate lighting and ventilation, and normal range of temperature and noise.

· Daily internal contact is made via telephone, memo and letter and in person with internal and external staff.

· Daily external contact is made via telephone, memo or letter with outside counsel and opponents in legal claims.

· Work requires constant substantive involvement in stressful situations causing considerable strain on a regular basis.

· Some physical effort is required to remain in sitting position for prolonged periods while concentrating on a specific task.

· Job results are dependent upon proficient application of one or more dexterity skills, i.e. keyboard and phone system.

The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive list of all responsibilities, skills, efforts or working conditions associated with a job.

Come Create at Ricoh:

If you are seeking a team driven by passion and purpose, come create with us at Ricoh. We are a team of information seekers and customer-obsessed collaborators who aspire to deliver the services, solutions, and technologies that empower business success. We are looking for talented, inspired individuals to join us to help drive high-performance team and our commitment to excellence.

Ricoh is an integrated solutions provider and partner that connects people and technology, creates outstanding customer experiences, and delivers innovation for businesses worldwide. We empower digital workplaces by enabling individuals to work smarter from any location and harness the power of information—how it is collected, stored, managed, and shared—to unlock the potential in every organization. We deliver services and technologies that inspire our customers’ success and guide them toward a better and more sustainable future. If you are seeking a purpose-driven and passionate team, come create with us, and help drive our high-performance culture of excellence into tomorrow.

Invest in Yourself:

At Ricoh, you can:

• Choose from a broad selection of medical, dental, life, and disability insurance options.
• Contribute to your financial security with Retirement Savings Plan (401K), Health Savings Account (HSA), and Flexible Spending Account (FSA) investments.
• Augment your education with team member tuition assistance programs.
• Enjoy paid vacation time and paid holidays annually
• Tap into many other benefits to enhance your health, wellness, and ongoing personal and professional development.