The Executive Assistant role is responsible for managing the schedules, administrative support and communications of the CEO and President, and key company executives, as needed. The duties of this key role include prioritizing emails and phone calls, gathering documents to prepare for meetings, coordinating travel arrangements and preparing expense reports. Manage the office by supporting key office and HR administrative processes.

Job Responsibilities

Executive Assistant:

• Managing the executive’s calendar, including making appointments and prioritizing the most sensitive matters.
• Organizing meetings, including scheduling, sending reminders, and organizing catering when necessary
• Effectively handle telephone communication - act as primary information source.
• Maintain detailed expense reports and highly confidential files of senior executive.
• Provide information and general assistance to directs and others to save time of executive.
• Provide administrative assistance, such as writing and editing e-mails, drafting memos, and preparing communications on the executive’s behalf.
• Create well-articulated letters and memos for senior executive with special attention to detail and personalization.
• Resourceful in spearheading, organizing and completing projects.
• Prepare travel arrangements for division president, including international travel
• Maintain comprehensive and accurate records 
• Welcome visitors and identifying the purpose of their visit before directing them to the appropriate department

Qualifications, Skills

• Excellent time management and strong organizational skills, and ability to prioritize multiple tasks and anticipate potential problems
• A self-starter with a strong sense of ownership
• A thorough knowledge of the executives span of control and company policies and procedures Significant experience providing support to executive-level staff
• Proven ability to handle confidential information appropriately
• Experience working with Executive Staff and Board of Directors, prior experience working for senior-level staff within a large corporation
• Must be able to exercise judgment, tact and diplomacy on behalf of executive when dealing with other executives and levels of management
• Experience using ADP HR and payroll systems a plus
• Proficient in Microsoft Office (Word, PowerPoint, Excel, Outlook)
• Excellent customer service, and oral and written communication skills
• Professional and articulate with strong attention to detail
• Ability to work efficiently, effectively, and independently, with minimal supervision, and to see projects through to conclusion.