We are seeking a highly organized and proactive Executive Administrative Assistant to provide high-level support to our executive team. The ideal candidate will be responsible for managing calendars, coordinating meetings, handling confidential information, and performing various administrative tasks to ensure the smooth functioning of the executive office.
Responsibilities:
Calendar Management: Coordinate and manage complex schedules, including arranging meetings, appointments, and travel itineraries for executives.
Communication: Act as the primary point of contact between executives, internal/external stakeholders, and clients, effectively managing and responding to inquiries, emails, and calls on behalf of the executive team.
Documentation and Correspondence: Prepare, proofread, and edit reports, presentations, memos, and other documents as needed. Facilitate the flow of information between executives and various departments.
Meeting Coordination: Organize and schedule meetings, conferences, and video calls, including logistics such as room bookings, agendas, and materials preparation. Attend meetings, take minutes, and distribute notes as required.
Confidentiality: Handle sensitive and confidential information with discretion and maintain confidentiality at all times.
Office Management: Assist in the maintenance of office supplies, equipment, and general office organization. Coordinate with other administrative staff to ensure efficient operation within the office.
Project Support: Support executives in special projects, research, and presentations. Collaborate with other departments to facilitate cross-functional initiatives.
Requirements:
Proven experience as an executive administrative assistant or in a similar role supporting C-level executives.
Exceptional organizational and time management skills, with the ability to multitask and prioritize tasks effectively.
Proficiency in Microsoft Office suite (Word, Excel, PowerPoint, Outlook) and other office management software.
Excellent verbal and written communication skills with a strong attention to detail.
Ability to work independently, anticipate needs, and make decisions on behalf of the executives when required.
Discretion and trustworthiness when handling sensitive information.
Bachelor's degree or equivalent experience preferred.
Preferred Skills:
Experience in project management or event planning.
Knowledge of CRM software and familiarity with online collaboration tools.
Being a Notary Public is a plus
Working Conditions:
This role will primarily be based in an office setting, with occasional flexibility for remote work. Some overtime or additional hours may be required based on the demands of the executive team.