Description Job Summary: The Executive Assistant will provide high-level administrative support to C-suite executives, ensuring the efficient operation of the executive's office. This role involves managing schedules, coordinating meetings, handling correspondence, and performing a wide range of administrative tasks. The ideal candidate is highly organized, proactive, detail-oriented, and capable of working in a fast-paced environment while maintaining confidentiality and professionalism.Key Responsibilities:
Calendar & Schedule Management: Manage complex executive calendars, coordinate appointments, meetings, and travel arrangements (domestic and international), and resolve scheduling conflicts.
Communication: Serve as a liaison between the executive and internal/external stakeholders, including staff, clients, and partners. Manage executive communications, including answering calls, responding to emails, and drafting correspondence.
Meeting Coordination: Prepare agendas, take detailed minutes, and distribute follow-up actions for executive meetings. Organize virtual and in-person meetings, including logistics, venue booking, catering, and equipment setup.
Travel & Expense Management: Arrange travel plans, itineraries, and accommodations, and process expense reports in a timely manner. Ensure travel bookings align with the executive's preferences and company policies.
Project Assistance: Support executives in managing special projects, conducting research, preparing reports, presentations, and briefing materials.
Document Management: Organize and maintain files, records, and contracts. Ensure timely filing and retrieval of important documents and oversee the confidentiality of sensitive information.
Office Management: Monitor office supplies and handle requests for materials, equipment, and services needed to support the executive's daily workflow.
Event Planning: Assist in planning and executing company events, conferences, and board meetings, coordinating logistics and overseeing timelines.
Confidentiality & Discretion: Handle confidential and sensitive information with the highest degree of professionalism and discretion.
Other Administrative Duties: Provide general administrative support, such as preparing documents, managing office communications, and maintaining office systems.
Requirements
Qualifications:
Education: Bachelor’s degree or equivalent experience preferred.
Experience: 3+ years of experience as an Executive Assistant or similar role, preferably supporting C-suite executives.
Skills:
Exceptional organizational skills with the ability to multitask and prioritize tasks.
Strong written and verbal communication skills.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Google Workspace.
Experience with travel coordination and expense reporting software (e.g., Concur, Expensify).
Ability to work independently and anticipate needs.
High level of discretion and confidentiality.
Strong problem-solving skills and attention to detail.
Additional Skills (Optional but Preferred):
Familiarity with project management tools (e.g., Asana, Trello).
Knowledge of CRM systems (e.g., Salesforce) and budget management.
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