The Executive Assistant provides administrative support to the President, including managing schedules, organizing meetings, handling communication, and overseeing special projects. This role requires exceptional organizational skills, discretion, and the ability to manage multiple priorities with ease. Important skills that candidate must possess: self-management, time management, ability to prioritize tasks based on insight, anticipate needs and be proactive.
Key Responsibilities:
Calendar Management
Coordinate and maintain the President's calendar, ensuring efficient scheduling of meetings and events.
Arrange travel accommodations, manage itinerary
Communication Handling
Draft, review, and send communications on behalf of the executive, ensuring accuracy and professionalism
Extremely important to have good grammar and speak with confidence
Meeting Preparation
Organize and prepare materials for meetings, including agendas, reports, and presentations.
Plan and execute ordering meals, booking meeting spaces, manage accommodations for guests
Project Support
Assist in the planning and execution of special projects, coordinating cross-functional teams as needed.
Document Management
Maintain and organize important files and records, both digital and physical, ensuring quick access and confidentiality.
Prepare reports, presentations, and documentation as required.
Administrative Duties
Mailings, shipping, receiving
Filing, collating, preparing documents as needed
Assist with marketing materials and social media as needed
Run errands on behalf of the company and president as needed
Keep phone and email contact lists up to date
Perform other administrative tasks, such as expense reporting and scheduling personal appointments when necessary
Qualifications:
Proven experience as an Executive Assistant or similar role.
EXPERT in office software (e.g., Microsoft Office Suite, Teams).
Exceptional organizational and time-management skills.
Strong written and verbal communication skills.
Discretion and confidentiality in handling sensitive information.
Preferred Skills:
Experience in supporting executive-level staff.
Ability to manage complex schedules and multi-task in a fast-paced environment.
Strong interpersonal skills and a proactive approach to problem-solving.
Work Environment:
This role may involve occasional travel and the ability to work flexible hours based on the executive's schedule.
Expected to be in the office 40 hours a week
This role will include answering calls, emails and/or texts after hours as needed, must be willing to be available for communication to a reasonable extent.