Executive Assistant jobs in Rhode Island

We are seeking a highly organized and proactive Executive Assistant to provide comprehensive administrative support to our CEO and CMO at inMusic Brands. The ideal candidate will excel in managing schedules, coordinating meetings and travel arrangements, handling correspondence, and performing various administrative tasks to ensure the smooth operation of the executives' day-to-day activities. This role requires strong communication skills, attention to detail, discretion, and the ability to prioritize tasks effectively.

Essential Functions: 

• Calendar Management: Oversee and manage the CEO's and CMO's calendars, including scheduling meetings, appointments, and conference calls.

• Travel Coordination: Arrange and manage all travel logistics, including booking flights, hotels, and transportation, and preparing detailed itineraries for both executives and their guests.

• Communication Management: Screen, prioritize, and manage emails and other correspondence, directing them to the appropriate parties as needed.

• Document Preparation: Prepare and edit documents, presentations, emails, and reports for review and distribution by the CEO and CMO.

• Project Assistance: Assist with special projects and initiatives as assigned by the executives or the executive team.

• Confidentiality: Maintain confidential information with the utmost discretion and professionalism.

• Proactive Support: Anticipate the needs of the CEO and CMO, addressing them proactively.

• Event Coordination: Coordinate logistics for meetings and events, including venue selection, catering, and audiovisual equipment setup.

• Expense Management: Oversee the approval process for expense reports and reimbursement for individuals reporting directly to the CEO and CMO.

• Liaison Role: Serve as a liaison between the executive team and internal/external stakeholders.

• Administrative Tasks: Perform general administrative tasks such as filing, photocopying, and faxing.

• Meeting Support: Attend critical meetings with the CEO and CMO (or on their behalf where appropriate), reporting back key information to relevant parties and managing all follow-ups and action items.

• Proven experience as an Executive Assistant or similar role, preferably supporting C-Suite Executives.

• Exceptional organizational and time management skills, with the ability to multitask and prioritize effectively.

• Strong written and verbal communication skills.

• Proficiency in Microsoft Office Suite and other relevant software.

• Discretion and confidentiality in handling sensitive information.

• Ability to work independently with minimal supervision and as part of a team.

• Excellent interpersonal skills, with the ability to interact professionally with individuals at all levels.

• Flexibility to adapt to changing priorities and deadlines.

• Attention to detail and accuracy in all tasks.

• Willingness to work occasional evenings or weekends, as needed.

• Health Care Plan (Medical, Dental & Vision)
• Retirement Plan (401k, IRA)
• Life Insurance (Basic, Voluntary & AD&D)
• Paid Time Off (Vacation, Sick & Public Holidays)
• Family Leave (Maternity, Paternity)
• Short Term & Long Term Disability
• Free Food & Snacks
• Wellness Resources