Executive Assistant

JOB SUMMARY 

We are seeking an experienced Executive Assistant to provide high-level support to executives within our organization. The ideal candidate will be highly organized, detail-oriented, and possess exceptional communication and interpersonal skills. This role requires a proactive individual who can anticipate needs, prioritize tasks, and maintain confidentiality while managing a variety of administrative duties.  The Executive Administrative Assistant position is based in our Home Office and successful incumbent is part of our world-class administrative support team.  

ESSENTIAL FUNCTIONS 

• Anticipate and deliver confidential and professional administrative support for multiple executives. 

• Manage complex calendars, including scheduling meetings, appointments, and travel arrangements.  

• Coordinate and prioritize incoming requests and correspondence, ensuring timely responses and appropriate follow-up actions.  

• Prepare and edit documents, presentations, and reports for executive review.  

• Act as a liaison between executives and internal/external stakeholders, maintaining professional and courteous communication.  

• Assist in the preparation of meeting agendas, materials, and minutes.  

• Conduct research and gather information as needed to support executive decision-making.  

• Handle sensitive and confidential information with discretion and professionalism.  

• Assist with special projects and initiatives as assigned by executives.  

• Assist in the planning and execution of departmental and company events, including coordinating logistics, managing RSVPs, and liaising with vendors and venues.  

• Process invoices and expense reports. 

• Adhere to company policies.  

• Review, track and maintain departmental budgets (travel, supplies, etc.).  

• Keep technology skillset current, learning new and updated software applications as adopted by the Company.  

• Contribute to creating best practices.  

• Demonstrate initiative, self-motivation and good judgment in resolving issues.  

• Flex and adapt to changing priorities and other duties related to the position. 

QUALIFICATIONS 

• Bachelor's degree preferred, or equivalent combination of education and experience.  

• Proven experience (5 years) as an executive administrative assistant or similar role, supporting multiple executives simultaneously.  

• 5 years of experience at a publicly traded Company while supporting the Executive Team preferred.  

• Advanced Proficiency with Microsoft Office (Teams, Outlook, Word, Excel, PowerPoint, Visio) and other relevant applications.  

• Solid experience with cloud systems (Microsoft 365, SharePoint, OneDrive).  

• Exceptional organizational and time-management skills, with the ability to prioritize tasks effectively in a fast-paced environment.  

• Strong attention to detail and accuracy in all work.  

• Excellent written and verbal communication skills, with the ability to interact professionally with individuals at all levels of the organization.  

• Discretion and confidentiality when handling sensitive information.  

• Ability to work independently with minimal supervision, while also functioning effectively as part of a team.  

• Proven domestic and international travel planning experience required