Executive Assistant to the CEO & Chief of Staff
hace 4 días
New York
Beau Dietl & Associates | New York, NY | Full-Time, In-Office Position Overview Beau Dietl & Associates (BDA), a nationally recognized security and private investigations firm, is seeking an exceptional Executive Assistant to the CEO & Chief of Staff, Office Operations to support its high-profile founder and CEO, Bo Dietl, while overseeing key administrative and operational functions of the corporate office. This is a highly visible, fast-paced, multifaceted role combining executive and personal assistance, office management, administrative staff supervision, business lead coordination, and operational oversight. The successful candidate will serve as a trusted extension of the CEO and work closely with the Chief Administrative Officer, President, senior leadership, employees, clients, business partners, public figures, and media contacts. This is not a traditional Executive Assistant position. We are seeking a proactive, resourceful professional who exercises independent judgment, anticipates needs, takes ownership of responsibilities, and ensures that important matters are consistently followed through to completion. Key Responsibilities Executive & Personal Assistance • Manage the CEO's complex calendar, appointments, meetings, correspondence, and daily priorities., • Serve as a trusted gatekeeper, effectively prioritizing requests and protecting the CEO's time., • Coordinate domestic and international business and personal travel, including itineraries, transportation, accommodations, and reservations., • Manage personal appointments, including physician visits, prescription refill coordination, pharmacy communications, and other personal administrative needs., • Prepare meeting briefings, research individuals and companies, and coordinate executive-level communications., • Draft, edit, and prepare correspondence, presentations, proposals, reports, and other executive materials., • Track commitments, introductions, meetings, and action items to ensure timely follow-through., • Maintain strict confidentiality regarding sensitive business and personal matters. Chief of Staff – Office Operations • Oversee the day-to-day administrative operations of the corporate office, ensuring an organized, efficient, and professional environment., • Supervise and coordinate administrative assistants and designated support personnel, including workloads, assignments, and accountability., • Monitor office attendance, punctuality, absences, and staffing coverage in coordination with management., • Manage office supplies, inventory, purchasing, equipment needs, and general office organization., • Coordinate building management matters, repairs, maintenance, contractors, and vendor services, ensuring timely resolution., • Monitor administrative workflows, identify inefficiencies, and implement improvements with management approval., • Coordinate internal requests and operational initiatives across departments., • Maintain organized administrative records, procedures, and tracking systems., • Assist senior leadership with special projects and broader company operational priorities. Business Lead Management & Coordination • Receive, log, organize, and track incoming business inquiries, prospective clients, and referrals., • Ensure all leads are accurately entered into the company's CRM or designated tracking system., • Direct business opportunities to the appropriate department heads or designated personnel., • Monitor follow-up activity and ensure assigned staff respond promptly and consistently., • Track outstanding leads, pending proposals, client introductions, and opportunities requiring further action., • Escalate unaddressed or high-priority opportunities to management., • Prepare periodic updates on lead activity, assignments, and follow-through to ensure no business opportunity falls through the cracks. Social Media, Communications & Public Relations • Assist with the CEO's social media presence across Instagram, Facebook, X, LinkedIn, TikTok, and other platforms., • Identify relevant content, news, business opportunities, and emerging issues affecting the CEO or company., • Coordinate social media posts, photographs, videos, interviews, appearances, and digital content., • Work with marketing and public relations professionals to support the CEO's public image and professional brand., • Communicate professionally with senior executives, clients, government contacts, attorneys, media representatives, public figures, and other stakeholders., • Represent the CEO in certain communications or meetings when authorized. Qualifications • Bachelor's degree, Associate degree, or equivalent combination of education and relevant professional experience., • Minimum of 3–5 years of executive support, senior administrative, office management, or comparable experience., • Experience supporting senior executives, business owners, or high-profile individuals., • Prior experience supervising or coordinating administrative staff strongly preferred., • Exceptional organizational, multitasking, time-management, and problem-solving abilities., • Strong judgment, initiative, discretion, and ability to work independently., • Excellent written and verbal communication skills, proofreading abilities, and professional etiquette., • Advanced proficiency in Microsoft Office, including Outlook, Word, Excel, and PowerPoint., • Familiarity with CRM systems, business lead tracking, and office management applications., • Strong social media skills and understanding of digital communications, content, branding, and reputation management., • Comfortable handling both professional and personal executive assistance responsibilities., • Ability to coordinate multiple projects, manage competing deadlines, and follow up persistently., • Polished professional presence and confidence interacting with individuals at all organizational levels., • Experience in security, investigations, media, public relations, government, or high-profile executive environments is a plus. The Ideal Candidate The ideal candidate combines the organizational excellence of an Executive Assistant, the leadership and accountability of a Chief of Staff, and the resourcefulness of an experienced Office Manager. They are proactive rather than reactive, confident without being overbearing, discreet, highly organized, technologically savvy, and capable of operating effectively in a demanding, constantly changing environment. They understand the importance of protecting the CEO's time while simultaneously ensuring that administrative staff are productive, office operations run smoothly, business opportunities receive proper attention, and important assignments are completed. They are equally comfortable coordinating a personal appointment, managing an executive calendar, directing administrative personnel, following up with department heads, or resolving an urgent office issue. Above all, we are seeking someone who takes ownership, anticipates needs, and gets things done without requiring repeated reminders. Compensation & Benefits This is a full-time, in-office position in New York City offering competitive compensation commensurate with experience, excellent benefits, paid vacation, and holidays. Salary Range: 110-125k • Beau Dietl & Associates is an Equal Opportunity Employer.
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