What are the responsibilities and job description for the Executive Assistant position at Confidential Jobs?
The Position
We are looking for an Executive Assistant to join our highly collaborative, close-knit team who is a multi-tasker at heart, with strong communication skills, problem-solving mindset and ability to work in high pressure situations that thrives in a fast-paced and evolving organization.
The Executive Assistant will play a pivotal role in ensuring the smooth operation of our executive team by providing comprehensive administrative support. The ideal candidate will be a proactive and detail-oriented professional with excellent communication skills, exceptional organizational abilities, and the ability to handle sensitive information with discretion.
Key responsibilities include, but are not limited to:
- Efficiently manage the team's schedules, including scheduling appointments and meetings
- Perform a wide range of administrative tasks, including but not limited to answering phones, greeting guests, and handling correspondence with professionalism and attention to detail
- Coordinate travel arrangements, including booking flights, accommodations, and ground transportation. Create detailed itineraries and ensure all travel plans run smoothly
- Assist the Firm Chairman as needed with tasks including, but not limited to coordinating personal investments, tax reporting and support required for compliance with internal policies and procedures
- Monitor and manage expense reports, ensuring accuracy and compliance with company policies
- Organize and maintain important documents, files, and records. Ensure easy access to critical information when needed
- Maintain accurate records and databases, entering and monitoring data with precision and providing support for CRM reporting and related activities.
- Handle sensitive and confidential information with the utmost discretion and professionalism
- Assist in prioritizing tasks and managing their time effectively. Identify opportunities to improve workflow and productivity
- Develop and maintain positive working relationships with team members, clients, and external partners
- Collaborate with colleagues in other departments to support cross-functional initiatives and special projects as assigned by management
- Complete office facility activities, kitchen, supplies, coordinate in-office breakfast/lunches
- Provide exceptional service to clients and customers, addressing inquiries and requests promptly and professionally
What You’ll Bring
The candidate should have strong professional verbal and written communication, and interpersonal skills, as well as the ability to motivate self and others to deliver high quality output, possibly within tight timeframes.
The ideal candidate will have experience and attributes in the following areas:
- 4 years of experience as an executive assistant or in a similar administrative role
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
- Working knowledge of Adobe
- Exceptional organizational and time management skills
- Ability to multi-task and prioritize
- Strong communication and interpersonal abilities
- Ability to work independently, anticipate needs, and make decisions
- Discretion and trustworthiness
