Executive Assistant (225-731)

An Executive Assistant plays a crucial role in supporting high-level executives, ensuring their workflow runs smoothly and efficiently. This dynamic position requires a high level of confidentiality, excellent organizational skills, and the ability to solve problems proactively. The Executive Assistant is often the first point of contact for internal and external stakeholders; therefore, excellent communication and interpersonal skills are paramount. This role involves managing calendars, scheduling meetings, preparing reports, and coordinating travel arrangements. The ideal candidate is experienced in handling a wide range of administrative and executive support tasks and is able to work independently with little or no supervision. The role also demands flexibility, attention to detail, and the ability to work under pressure to meet tight deadlines.

Responsibilities

• Manage and organize the executive's daily calendar, scheduling appointments efficiently.
• Coordinate extensive travel arrangements, including flights, accommodations, and itineraries.
• Prepare, edit, and distribute various reports, presentations, and documents as required.
• Act as the primary point of contact between executives and internal/external clients.
• Maintain strict confidentiality of all matters and documents related to the executive.
• Oversee preparation and coordination of meetings, including agendas and taking minutes.
• Assist in the preparation of budget reports and expense tracking for the executive.
• Handle incoming communications and emails, responding on behalf of the executive when appropriate.
• Coordinate and facilitate smooth information flow within the executive team.
• Manage special projects as directed by the executive, ensuring timely completion.
• Assist with personal tasks and errands to support the executive's work-life balance.
• Develop and maintain a well-organized filing system and ensure accessibility.

Requirements

• Bachelor's degree in Business Administration or a related discipline preferred.
• Minimum of 5 years of experience in an executive assistant role required.
• Excellent proficiency in Microsoft Office and calendar scheduling software.
• Outstanding communication and interpersonal skills, both written and verbal.
• Ability to handle sensitive information with the utmost confidentiality.
• Exceptional organizational and multitasking skills to manage various tasks simultaneously.
• Proactive problem-solving skills and the ability to anticipate needs and challenges.
• Willingness to work flexible hours and adapt to changing priorities.