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About Company:
About the Role:
The Executive Assistant to the CEO and Office Manager serves as a trusted business partner to the Chief Executive Officer, providing high-level administrative, operational, and strategic support. This position manages executive communications, complex calendars, leadership meetings, corporate events, board-related activities, and office operations while serving as a key liaison between the CEO, leadership team, managers, clients, and external partners.
The ideal candidate is highly organized, proactive, detail-oriented, and capable of exercising sound judgment while managing confidential information and multiple priorities in a fast-paced environment. This role also oversees day-to-day office administration to ensure a productive, professional, and welcoming work environment.
Essential Duties and Responsibilities
Executive Support to the CEO
•Manage the CEO's complex calendar, scheduling, appointments, and meeting logistics.
•Prioritize and coordinate requests for the CEO's time and attention.
•Prepare agendas, presentations, reports, briefing materials, and meeting packets.
•Attend leadership and executive meetings as needed and record meeting notes, decisions, and action items.
•Track executive follow-up items and ensure timely completion of deliverables.
•Draft, edit, and distribute executive communications, correspondence, and announcements.
•Assist with confidential and sensitive business matters utilizing discretion and professionalism.
•Coordinate board meetings, executive leadership meetings, and strategic planning sessions.
•Support special projects and company initiatives as assigned by the CEO.
•Track organizational initiatives and project timelines.
•Assist with cross-functional projects involving multiple departments.
•Serve as a liaison between leadership, district managers, support teams, and external partners.
•Review and approve monthly Concur expense reporting timely and accurately for CEO direct reports.
Office Management and Administration:
• Oversee daily office operations to maintain a productive and professional workplace.
• Manage office supplies, equipment, vendor relationships, and facility maintenance requests.
• Coordinate office security access, visitor management, and reception functions.
• Serve as the primary contact for building management and external service providers.
• Monitor office expenses and budgets assigned.
• Develop and maintain office procedures to improve operational efficiency.
Required:
•Bachelor’s degree in business administration, Communications, Hospitality Management, or related field preferred.
•Minimum 5 years of executive administrative support experience supporting senior leadership or C-suite executives.
•Experience coordinating executive meetings, corporate events, and business travel.
•Demonstrated ability to manage highly confidential information.
•Advanced proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams, and SharePoint). Expense & Travel and Salesforce a plus.
•Strong project coordination and organizational skills.
Essential Qualifications:To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
•Demonstrated commitment to Quest's mission, vision, and values.
•Exceptional professionalism, confidentiality, and business judgment.
•Outstanding organizational and time-management skills.
•Strong written, verbal, and interpersonal communication skills.
•Ability to manage competing priorities with minimal supervision.
•Ability to anticipate needs and proactively solve problems.
•Strong attention to detail and follow-through.
•Ability to build effective relationships across all levels of the organization.
•Capability to work independently while managing multiple projects simultaneously.
•High degree of adaptability and resilience in a fast-paced environment.
Language Skills
Ability to read, write and speak English. Ability to read, write and speak Spanish is a plus.
Physical Demands: The physical demands described here are representative of those that must be met by a team member to successfully perform the essential functions of this job.
•Prolonged periods of sitting at a desk and working on a computer.
•Must be able to lift to fifteen pounds at times.
Work Environment: The work environment characteristics described here are representative of those team members encounter while performing the essential functions of this job.
•Office environment
•The noise level is low to moderate.
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