Position Summary :
The Executive Assistant provides high-level administrative support to an executive and their team, handling a variety of tasks that require confidentiality, sound decision-making, and initiative. This role involves research, report preparation, handling information requests, and performing clerical functions such as managing correspondence, scheduling meetings, coordinating travel, and arranging conference calls. The Executive Assistant will also need to manage a dynamic workload in a fast-paced environment, interacting with staff at all levels while maintaining professionalism and flexibility. The ideal candidate will have experience in administrative support, be proactive, and adaptable to a wide range of tasks.
Key Responsibilities :
- Administrative Support :
- Provide high-level administrative support, including preparing reports, research, handling information requests, and managing executive correspondence.
- Manage and prioritize the executive's calendar, schedule meetings, arrange travel, and coordinate conference calls.
- Assist in preparation of presentations, meeting agendas, and other executive-level documents.
Confidentiality & Judgment :
Handle sensitive and confidential information with discretion and professionalism.Use sound judgment to make decisions regarding executive tasks and assignments.Communication & Coordination :
Maintain effective communication with internal and external stakeholders, ensuring smooth coordination across teams.Manage day-to-day administrative activities for the executive team, including organizing and filing documents, coordinating office procedures, and preparing expense reports.Problem-Solving & Adaptability :
Proactively address issues and challenges, utilizing problem-solving skills to handle unexpected circumstances.Adapt and adjust processes and procedures to meet the evolving needs of the executive team and department.Relationship Management :
Build and maintain professional relationships across all levels of the organization, working closely with senior management.Coordinate with other departments and teams to ensure efficient workflow and task completion.Qualifications : Experience :
Minimum of 3 years in an Executive Assistant or Administrative Assistant role.Previous experience in calendar management, handling travel arrangements, and managing office procedures.Education :
High school diploma or GED required; a Bachelor's degree is preferred.Skills :
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), including table creation, mail merges, and basic formatting.Strong interpersonal skills with the ability to interact with staff at all levels of the organization.Excellent telephone etiquette and written communication skills.Effective multi-tasking abilities, with experience managing competing priorities in a fast-paced environment.Strong problem-solving ability and ability to handle confidential matters with discretion.Personal Attributes :
Adaptable team player with a proactive and flexible attitude.Strong judgment and tact when interacting with senior management and handling sensitive matters.Education : Bachelors Degree
