The Executive Assistant will support the executive team by managing schedules, handling communications, and performing administrative tasks that facilitate the smooth operation of the office. This individual will act as a liaison between the executive and internal/external stakeholders and ensure all administrative activities are carried out efficiently and effectively.
Key Responsibilities:
Calendar Management:
Coordinate and manage the executive’s schedule, appointments, and meetings.
Prioritize requests and ensure the executive’s time is managed effectively.
Communication Handling:
Serve as the primary point of contact between the executive and internal/external stakeholders.
Screen and direct phone calls, emails, and other correspondence.
Draft, proofread, and edit emails, reports, and presentations on behalf of the executive.
Travel Coordination:
Organize domestic and international travel arrangements including flights, accommodations, transportation, and itineraries.
Ensure travel schedules align with the executive's appointments and business needs.
Meeting Preparation:
Organize meetings, including logistics such as room bookings, preparing agendas, and distributing relevant materials.
Take meeting minutes and follow up on action items.
Document and File Management:
Maintain an organized filing system for electronic and paper documents.
Ensure the proper handling of confidential information.
Project Support:
Assist with or oversee specific projects and initiatives as delegated by the executive.
Track project timelines and deliverables.
Event Planning:
Plan and coordinate company events, conferences, or executive functions.
Handle logistics, communication, and follow-up for events.
Office Management:
Order office supplies and equipment.
Maintain a clean and organized workspace for the executive.
General Administrative Support:
Handle personal administrative tasks as needed for the executive.
Provide general office support and assist other team members as necessary.
Qualifications and Skills:
Education: Bachelor's degree preferred, or equivalent experience.
Experience: Minimum of 3-5 years of experience in an executive assistant or administrative support role.
Skills:
Strong organizational and time-management skills.
Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office software.
Excellent written and verbal communication skills.
High level of professionalism and discretion.
Ability to handle sensitive information with confidentiality.
Strong problem-solving and multitasking abilities.
United States
