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Executive Assistant

Executive Assistant

ClinLab StaffingNew Haven County, CT, United States
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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.
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    Executive Assistant • New Haven County, CT, United States

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