Office of the CEO Coordinator
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Job Summary
The Office of the CEO Coordinator will provide support and services to the CEO in planning, preparing, and coordinating with other parties so that the CEO and his Immediate Employees (those reporting directly to the CEO) can work together effectively and efficiently to support the Company’s outcomes.
Essential Functions
Operations:
Information Flow Management:
Answers telephone inquiries as needed and directs telephone calls to the CEO and others as appropriate.
Prepares, edits, and distributes communications, presentation slides, and/or confidential documents as the CEO directs.
Assists the CEO in preparing for and maintaining routine communications and meeting cadence with the Senior Leadership Team.
Assists the CEO in preparing for and maintaining routine communications and meeting cadence with the CEO of TAL Group.
Prepares, edits, and ensures the CEO communicates daily and periodic Recognitions to Stylists.
Maintains the CEO’s external and internal social media and Company Chat presence as directed, including coordinating the CEO’s garment Key Looks to support the media message.
Scheduling:
Coordinates with internal and external parties to schedule meetings for the CEO and relevant others.
Maintains and updates the CEO’s calendar.
Works with the CEO at the beginning of and during each day to ensure that his time is managed in line with his work agenda.
Guest Arrangements:
Manages the CEO’s guests’ visits and ensures a professional guest experience with the CEO and related parties.
Guest and Key Person Recognition:
Coordinates with Creative to arrange J.Hilburn garments as a special recognition, when directed.
Travel Arrangements:
Arranges for air tickets and accommodation for travel.
Ensures visas, if required for travel, are applied for and are valid.
Coordinates the CEO’s J.Hilburn wardrobe to support the trip outcomes.
Expenses Management:
Records expenses and manages the CEO’s expense claims.
Venue Reservations:
Makes reservations at venues for the CEO as needed.
Ad-hoc Research:
Conducts research on assigned topics for the CEO.
CEO Office Coordination:
Ensures effective communication, cooperation, and work sharing between self and other staff, if any, in the Office of the CEO.
Information Management
Document Management:
Organizes documents (soft and hard copies) in an easily retrievable way.
Contact Management:
Reviews and updates relevant external contact information to ensure up-to-date contact information.
External Business Organization Memberships, if any:
Completes and maintains organization membership records as needed.
Keeps the CEO updated on the latest membership events.
Manages reimbursement of organization fees, if any.
Works with the CEO at the beginning of and during each day to ensure that his time is managed in line with his work agenda.
Work Reminders:
Provides work reminders to ensure the CEO completes necessary tasks on time.
Personal Matters:
Coordinates with the Creative Team on the CEO’s wardrobe and clothing orders to support showcasing of J.Hilburn Key Looks.
Supports the CEO on personal and family matters as needed.
Project Coordination
On behalf of the CEO, communicates and coordinates with project teams to ensure assigned projects are on schedule
Reviews project progress with the project team.
Reports the progress and issues to the CEO and related parties. Assists the CEO in resolving the issues within and between project teams.
Events Coordination
Event Preparation:
Sources for venues and suppliers for designated events.
Develops and gets approval for the event planning (e.g., time and venue).
Coordinates event participants' invitations and logistics (e.g., transportation and accommodation).
Event Execution:
Provides support at the event, as needed, to ensure a smooth experience for the participants.
Qualifications:
Required Education and Experience
Education: Bachelor's Degree or combination of experience. preferably related to apparel/
Experience: 3+ years of project coordination experience.
Possess excellent interpersonal skills with proven ability to interact with all levels of the organization and motivate others to accomplish common goals.
Meticulous, results driven, with a focus on process improvement.
Must be flexible and able to prioritize tasks and meet deadlines.
Systems: MS Office Suite.
Physical Requirements:
Prolonged periods of sitting at a desk and working on a computer.
Must be able to lift and/or move up to 15 pounds.