Temporary Executive Assistant

The Temporary Executive Assistant provides high-level administrative support to and ensures the efficient and smooth operation of the executive's office. This role requires exceptional organizational skills, attention to detail, discretion, and the ability to manage multiple priorities in a fast-paced environment. The Temporary Executive Assistant will act as a key point of contact, managing communications, scheduling, and various administrative tasks to support the executive's objectives.

Key Responsibilities:

• Calendar and Schedule Management:
  • Proactively manage and maintain the executive's complex calendar, including scheduling internal and external meetings, appointments, and conferences.
  • Anticipate scheduling conflicts and resolve them efficiently.
  • Prepare and distribute meeting agendas, materials, and minutes as required.
• Communication Management:
  • Manage incoming and outgoing communications, including phone calls, emails, and correspondence.
  • Draft, proofread, and edit professional emails, letters, presentations, and reports.
  • Act as a professional liaison between the executive and internal/external stakeholders.
• Travel Arrangements:
  • Coordinate comprehensive travel arrangements, including flights, hotels, ground transportation, and detailed itineraries.
  • Process expense reports and ensure timely reimbursement.
• Meeting Support:
  • Prepare and organize materials for meetings, presentations, and conferences.
  • Set up meeting rooms, including technology and refreshments.
  • Take accurate meeting minutes and distribute them promptly.
• Document Management:
  • Organize and maintain physical and electronic filing systems.
  • Handle confidential and sensitive information with the utmost discretion.
  • Assist with the preparation and formatting of documents, reports, and presentations.
• Office Administration:
  • Order and maintain office supplies.
  • Handle incoming mail and packages.
  • Assist with special projects and initiatives as assigned.
  • Process invoices and other financial documents as needed.
• Stakeholder Interaction:
  • Represent the executive's office professionally and positively.

Qualifications:

• Experience: Proven experience (e.g., 3 years) as an Executive Assistant, Administrative Assistant, or similar role supporting senior-level executives preferred.
• Education: Associate's or Bachelor's degree preferred.
• Technical Skills:
  • Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams).
  • Experience with virtual meeting platforms (e.g., Zoom, Microsoft Teams).
• Soft Skills:
  • Exceptional organizational and time management skills.
  • Excellent written and verbal communication skills.
  • High level of professionalism and strong interpersonal skills.
  • Proactive, resourceful, and able to work independently with minimal supervision.
  • Ability to maintain confidentiality and exercise discretion.
  • Strong problem-solving abilities and attention to detail.
  • Adaptability and flexibility to manage changing priorities.

Working Conditions:

• Primarily an office-based role.
• Standard business hours, with occasional need for extended hours to meet deadlines or support executive travel/events.

Duration: This is an open-ended temporary assignment, with the duration to be determined based on business needs and workload.