Executive Assistant (225-812)

An Executive Assistant is a vital part of an organization's leadership team, providing top-level administrative support to senior executives. This role involves managing and coordinating a wide array of administrative tasks that ensure the smooth operation of executive offices. Responsibilities often include handling communications, scheduling meetings, preparing reports, and organizing travel arrangements. As the right-hand person to executives, the Executive Assistant must maintain a high level of confidentiality and professionalism. This position requires a proactive approach, excellent organizational skills, a keen attention to detail, and the ability to manage multiple tasks efficiently. The successful candidate will also anticipate the needs of executives, streamlining processes to enhance productivity and efficiency.

Responsibilities

• Provide comprehensive administrative support to senior executives and management staff.
• Manage and prioritize the executive's calendar, appointments, and meetings seamlessly.
• Coordinate complex travel arrangements, including booking flights, hotels, and transportation.
• Prepare, edit, and format documents, reports, and presentations as required by executives.
• Act as a liaison between executive management, staff, and external stakeholders.
• Screen and manage communications, including phone calls, emails, and other correspondence.
• Conduct research and compile data to assist in decision-making processes.
• Organize and attend meetings, producing minutes and action items for follow-up.
• Maintain confidential and systematic filing systems for important documents and records.
• Handle executive expense reports and process reimbursements accurately and timely.
• Assist in special projects and initiatives, providing necessary administrative support.
• Anticipate executive needs and proactively manage potential scheduling or operational conflicts.

Requirements

• Bachelor's degree in business administration or a related field preferred.
• A minimum of 3-5 years of experience in an executive support role.
• Exceptional organizational and time-management skills with an attention to detail.
• Proficient in Microsoft Office Suite and familiar with scheduling software tools.
• Strong interpersonal and communication skills, both written and verbal.
• Ability to handle multiple tasks and prioritize effectively under pressure.
• Demonstrated discretion and confidentiality when handling sensitive information.