|Position Title||Department||Reports to|
|Executive Assistant to President/CEO||Administration/President Office||President/CEO|
|Employment Status||FLSA Status||Effective Date|
|Full-Time||Non-Exempt ||September 21, 2022|
The Executive Assistant (EA) to the President, is key role at Lean Enterprise Institute (LEI), Inc. focused on supporting the high-performance execution of the President/CEO by managing, coordinating, and administering operational and strategic initiatives to advance the organization. This role reports to the President/CEO, will be managed by the Executive Director of Administration and work closely with the other Executive Directors in the organization. The EA will also provide support to the executive leadership team and other departments as needed as well as perform tasks to support the overall organization. This is a highly visible role which will interact with our Board of Directors and will focus heavily on the ability to identify, anticipate, address and resolve multiple critical issues with ease that allow the President/CEO and the executive staff to perform at their level best with the key priority of achieving the organization’s objectives.
Essential Duties and Responsibilities:
- Maintains calendar for both internal and external meetings, schedule business travel and submits expense reports; take ownership of his schedule
- Manages email inbox, determines appropriate course of action, and executes accordingly
- Assist the CEO/President with the preparation of presentations, papers, and reports as required
- Manage LEI and Lean Global Network (LGN) board meetings’ setup, logistics (when in person), distribute meeting minutes and assist with relationships with the Board of Directors; LGN is our international organizations and virtual meetings may occur in different international time zone.
- Manage leadership meetings’ setup, presentations, logistics (if in person) and distribute meeting minutes
- Acts as the liaison between CEO/President and other executives, associates, and stakeholders to ensure consistent communication and ensuring involvement or decision-making at the proper time
- Coordinate, prioritize and manage day-to-day tasks independently and with good judgement to ensure the CEO is focused on high priority, high impact items, directly related to the successful growth of the organization; must be thinking ahead of President/CEO
- Works closely and effectively with the President/CEO to keep him well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a “barometer,” having a sense for the issues taking place in the environment and keeping the CEO updated
- Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature.
- Maintain complete confidentiality and discretion for ALL business and personal matters, including not engaging in any indirect sharing of confidential information or disparaging statement made about the company, its employees, or executives
- Build and nurture internal and external relationships crucial to the success of the organization
- Using various software applications such as spreadsheets, create/maintain relational databases, statistical packages, and graphics packages to assemble, manipulate, and/or format data and/or reports; may assist with PowerPoint presentations
- Provide support to executive leadership team, as needed, and assist with the overall capturing and tracking of the organization key priorities
- Share the management and actioning of incoming external inquiries from our different communication methods
- Support signature events and workshops
- Assist with special projects, ad hoc research, team events and various company initiatives that may involve both internal and external stakeholders
- Positive “No task too big or too small” results-oriented attitude
- Develops business processes and drives continuous improvement to effectively and efficiently deliver
- Willingness and ambition to grow with the company and become a trusted liaison of the CEO and the executive team
- Travel requirements less than 25%
- Other duties assigned
Requirements (Must Have):
- 4+ years prior experience as an Executive Assistant to C-Level
- Associate degree required; Bachelor’s degree preferred
- Ability to exercise discretion, tact, confidentiality, and mature judgement in handling information and performance of job duties
- Excellent time management and organizational skills
- Proactive, resourceful, and always anticipating what’s next; keen eye to details
- Proficiency in recording minutes and capturing board actions and relevant discussion and deliberations concisely and accurately
- Strong interpersonal, verbal, and written (proofreading and editing) communication
- Advanced Microsoft Office application skills (Word, OneNote, Excel, PowerPoint and Outlook)
- Proficiency with Microsoft Teams, Zoom and other associated video conferencing equipment and applications
- Ability to be flexible with hours and to work under pressure
- Strong customer service skills
- Highly skilled in managing multiple priorities and assignments and grasping recent technology
Position Location: Remote
Salary: Will be provided
Physical Demands and Work Environment:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions. While performing the duties of this position, the employee is regularly required to talk or listen. The employee frequently is required to use hands or fingers, handle or feel objects, tools, or controls. The employee is occasionally required to stand, walk; sit; and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus. The noise level in the work environment is typically low to moderate.
This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an “at will” relationship.
The Lean Enterprise Institute, Inc. is a 501(c)(3) nonprofit based in Boston, MA, with a mission to make things better by advancing lean thinking and practice. It was founded in 1997 by management expert James P. Womack, PhD.
Compared with traditional “think” tanks, we are a “do” tank. In partnership with select organizations, we carefully develop hypotheses about lean thinking and experiment to see which approaches work best in the real world. We then share and teach what we discover, providing new methods for organizational transformation.
We strive to answer every leader’s and manager’s most pressing question: “What can I do next to make a difference in my organization?”
Lean Enterprise Institute is an Equal Opportunity Employer. We are committed to building a team that represents a variety of backgrounds, perspectives, and skills. We do not discriminate on the basis of race, color, religion, marital status, age, national origin, ancestry, physical or mental disability, medical condition, pregnancy, genetic information, gender, sexual orientation, gender identity or expression, veteran status, or any other status protected under federal, state, or local law.