Executive Assistant 07J26

The Executive Assistant position is a crucial role within any organization, providing high-level administrative support to executives, including scheduling, communication, and project management. This role demands a highly organized, detail-oriented, and proactive individual who can anticipate the needs of executives and manage multiple tasks simultaneously. The ideal candidate should be adept at managing priorities and ensuring the executive's day-to-day operations run smoothly. This position often involves handling sensitive and confidential information, therefore, a high level of professionalism and discretion is required. An effective Executive Assistant is an excellent communicator who can interact with various internal and external stakeholders, fostering positive relations on behalf of the executive office.

Responsibilities

• Manage the executive's calendar, including scheduling meetings and appointments efficiently.
• Coordinate travel arrangements, including booking flights, hotels, and rental cars with detailed itineraries.
• Prepare, edit, and proofread emails, reports, and other documents for executive review.
• Conduct research and compile data to prepare documents or presentations for executive use.
• Serve as the primary point of contact between the executive and internal/external clients.
• Maintain confidentiality, handling sensitive information with integrity and discretion.
• Assist in the preparation and facilitation of executive meetings, including agenda development.
• Track and manage incoming communications, ensuring timely and appropriate responses.
• Liaise with other staff members to ensure that projects and assignments meet deadlines.
• Assist in budget management and expense tracking for executive department expenditures.
• Develop and maintain filing systems for correspondence, documents, and records.
• Proactively anticipate the needs of executives to enhance operational effectiveness.

Requirements

• Bachelor’s degree in business administration or a related field preferred.
• Minimum of 3 years of experience in an executive assistant or similar role.
• Excellent organizational skills with the ability to multitask efficiently.
• Strong written and verbal communication skills for various audiences.
• Proficiency in office software, including MS Office Suite and calendar management tools.
• Proven ability to manage confidential information with professionalism and discretion.
• Capable of working independently and prioritizing work in a fast-paced environment.