This job is listed by an anonymous employer. Applicants will receive more information after submitting the online form.
We’re searching for an Executive Assistant to join our crew. As an Executive Assistant, you will provide comprehensive support to our executive leadership team and will also help to keep the office in top shape. This role requires exceptional organizational skills, excellent communication abilities, and strong attention to detail. As an Executive Assistant, you will play a critical role in ensuring the smooth operation of the executive team and the overall office.
Responsibilities:
- Calendar Management: Efficiently manage executive calendars, schedule appointments, meetings, and travel arrangements, ensuring optimal use of time and prioritization of tasks.
- Communication: Act as a primary point of contact between executives and internal/external stakeholders, handling correspondence, emails, and phone calls, and relaying important information as needed.
- Meeting Coordination: Prepare meeting agendas, materials, meeting rooms, and presentations, schedule and coordinate meetings, take accurate meeting minutes, and follow up on action items to ensure timely completion.
- Travel Arrangements: Coordinate complex travel arrangements, including flights, accommodations, transportation, and itineraries, while considering potential changes and challenges.
- Document Management: Create, edit, and proofread various documents, reports, and presentations; maintain organized electronic and physical filing systems.
- Event Planning: Assist in organizing company events, conferences, and special projects, from planning to execution, ensuring all logistical details are addressed.
- Expense Management: Track and reconcile expenses, process invoices, and maintain budget records in collaboration with the finance department.
- Confidentiality: Handle sensitive and confidential information with the utmost discretion and maintain a high level of professionalism in all interactions.
- Office Management: Assist in ensuring the office runs smoothly. Order catering, replenish supplies, and ensure the meeting rooms and kitchen are tidy and well stocked.
- Research: Conduct research and gather relevant information to support decision-making and project implementation.
- Relationship Building: Develop and maintain positive relationships with internal teams, external partners, clients, and vendors.
Qualifications & Requirements:
- 3+ years of administrative experience, preferably in technology or financial services
- Strong proficiency in Microsoft Office (Outlook, Word, PowerPoint, Excel)
- A knack for technology – quickly learning and becoming the office expert in videoconferencing and remote meeting technology
- Experience with international travel and associated protocol (COVID requirements, visa requirements, customs restrictions, etc.)
- Ability to prioritize work and help manage executives’ time effectively
- Ability to manage confidential and sensitive information, consistent with professional standards and company policies
- Excellent attention to detail, judgment, follow-through, initiative, and dependability
- Flexible in a fast-paced, multi-tasked, demanding business environment
- Exceptional organizational skills with the ability to be proactive and prioritize a variety of projects and tasks effectively
- Ability to reach, bend, and frequently twist to perform office inventory and stocking of supplies; must be able to lift between 5Ilbs and 25Ibs on a frequent basis without assistance
