Senior Executive Assistant
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Job Description
Job Summary
We are seeking a highly organized and proactive Senior Executive Assistant to support the VP of International Operations at Integrant. This role involves a wide range of administrative operational and strategic tasks to ensure seamless of executive functions. The ideal candidate will act as a liaison between executives and teams manage calendars oversee audits and streamline processes to enhance efficiency across the organization.
Key Responsibilities
Administrative and Executive Support
- Manage and organize the executive calendar schedule meetings and ensure deadlines are met.
- Coordinate and prepare agendas minutes and followups for leadership meetings.
- Act as the primary liaison between the executive team and internal stakeholders.
- Manage confidential information and maintain discretion at all times.
Process Management and Oversight
- Audit vacation applications evaluations and other internal processes to ensure compliance and accuracy.
- Supervise and guide team members including the Senior Office Administrator and Office Manager responsible for visa applications medical insurance procurement facilities and other administrative tasks.
- Ensure timely completion of recurring processes including audits and HR documentation.
Communication and Coordination
- Follow up with managers to track progress on deliverables and provide status updates to leadership.
- Serve as a communication hub between the executive office and other departments facilitating collaboration and alignment.
- Prepare and draft reports presentations and executive summaries as needed.
Project and Process Optimization
- Lead the planning and of office initiatives such as audits building renovations and operational improvements.
- Coordinate and participate in offer meetings ensuring accurate documentation and timely followup on decisions and next steps
US Visa Applications
- Supervise visa application processes ensuring accuracy in documentation and compliance with requirements.
- Prepare necessary letters and forms for applications.
Tools and Systems Management
- Utilize Actiplans and Activetrack for auditing reporting and tracking employee data and activities.
- Identify opportunities to optimize workflows through effective use of organizational tools and technologies.
Requirements
Required Skills and Experience
- Minimum of 5 years of experience in a similar executive assistant or operations role.
- Excellent command of written and spoken English with strong communication and interpersonal skills.
- Proven ability to manage multiple priorities in a fastpaced environment.
- Strong organizational and timemanagement skills with acute attention to detail.
- Proficiency in Microsoft Office Suite.
- Experience in supervising staff and managing crossfunctional tasks.
Preferred Skills and Experience
- Familiarity with US visa application processes and compliance.
- Background in auditing or operational reporting.
- Experience in handling confidential information and sensitive executive matters.
Education
- Bachelors degree in Business Administration Operations Management or a related field preferred.
Personal Attributes
- Proactive problem solver with a solutionoriented mindset.
- Exceptional interpersonal skills and the ability to build trust and rapport with stakeholders.
- Strong analytical skills and a continuous improvement mindset.
Benefits
- Why Integrant
- Competitive compensation package
- PTO full medical and dental coverage etc.
- Inhouse Technical and English training programs
- Interest free loans
- Flexible work schedules
- Perks: events sponsored lunch game area rooftop hangout more!
Required Experience:
Senior IC
Employment Type
Full Time
