Executive Assistant (225-729)

The Executive Assistant plays a critical role in supporting senior executives by providing comprehensive administrative and operational support. This position demands a proactive, detail-oriented, and organized individual capable of managing complex schedules and responding effectively to the dynamic needs of the leadership team. An Executive Assistant is adept at handling confidential information with discretion and is often the first point of contact for internal and external stakeholders. This role requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality. The ideal candidate will demonstrate exceptional communication skills, be highly self-motivated, professional, and capable of managing their work load and prioritizing tasks in a fast-paced environment.

Responsibilities

• Manage and maintain executive schedules, including coordinating meetings and appointments.
• Communicate and liaise between executives, internal departments, and external stakeholders as required.
• Prepare executive correspondence, reports, presentations, and other documents efficiently and accurately.
• Plan and coordinate travel arrangements, itineraries, and accommodations for executives.
• Organize and prioritize incoming correspondence, emails, and phone calls, and respond where appropriate.
• Monitor and manage expenses and budgets, including processing reimbursements and invoices.
• Conduct research and compile data for various reports and executive decision-making.
• Oversee and manage administrative processes to ensure office operations run smoothly.
• Support executives in board and other routine meetings by preparing agenda, materials, and minutes.
• Act as a project manager for special projects, at the request of the executive team.
• Maintain strong relationships with key clients, partners, and stakeholders on behalf of executives.
• Ensure executive office equipment and systems are kept in excellent working condition.

Requirements

• Bachelor’s degree in Business Administration or a related field preferred.
• Minimum of five years of experience as an Executive Assistant or similar role.
• Excellent verbal and written communication skills are prerequisite for this role.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) is essential.
• Experience managing complex schedules, travel arrangements, and high-level meetings.
• Ability to work independently, be proactive, and demonstrate strong problem-solving skills.
• Demonstrated ability to handle confidential information with discretion.