Executive Administrative Assistant
Executive Administrative Assistant
Employer Active
Job Alert
You will be updated with latest job alerts via email
Share
Job Alert
You will be updated with latest job alerts via email
Not Disclosed
Salary Not Disclosed
1 Vacancy
Job Description
Overview
The Executive Assistant will provide highlevel administrative support through strategic planning proactive problemsolving and strong attention to detail to ensure departmental and organizational objectives are met. This role includes managing multiple executive calendars coordinating travel arrangements and overseeing daily operations while handling confidential communications with discretion.
In addition to administrative support the Executive Assistant will assist with scheduling and preparing for meetings and interviews manage various projects and serve as a key resource for the executive team and colleagues worldwide. Strong organizational skills efficient systems and structured processes are essential to ensuring business continuity and the overall success of the executive team.
Responsibilities
Key Accountabilities
- Proactively organize and expedite work flow through department.
- Initiate followups communicate executive directives to relevant stakeholders and monitor the progress of highlevel and timesensitive projects. Provide timely status updates to ensure smooth .
- Act as a key point of contact for senior leadership employees and external partners. Ensure seamless calendar management communication flow and followthrough on critical matters. Address urgent inquiries in the executives absence and escalate priority issues as needed. Maintain effective internal and external relationships while ensuring timely and accurate communication.
- Independently manage daily scheduling including highpriority meetings and engagements. Manage domestic and international travel arrangements proactively addressing potential issues. Ensure meticulous tracking of logistics details and contingencies
- Develop and refine PowerPoint presentations for diverse audiences including the Board of Directors Executive Leadership Team and strategic partners. Conduct research compile and analyze data from various sources and summarize key insights to support executive decisionmaking. Prepare reports and presentation materials with a keen eye for detail using spreadsheets visuals and structured narratives.
- Manage incoming calls and email correspondence and relay and resolve routine telephone or walkup inquiries. Track items requiring followup and ensure completion occurs.
- Manage logistics and communications for largescale and highlevel meetings including departmental and company events. Often managing and providing direction to other team members.
- Establish and maintain accurate business records ensuring proper documentation of expenses invoices and insurance matters in compliance with company policies and procedure
- Maintain sensitive and confidential issues and inquiries for executives including budget and strategic information.
- Exercise a high level of situational judgement in all aspects of role to determine the appropriate course of action who to involve and to what degree
- Serve as backup to other administrative staff as needed to cover when out of the office. This will include being the back up to the receptionist for breaks answering switchboard assisting with visitors etc.
- Oversee catering arrangements for office meetings across campus including ordering setup and teardown. This role will require walking or driving to different buildings lifting light items and ensuring efficient setup and cleanup of meeting spaces.
- Assist with ad hoc personal tasks and arrangements from executives maintaining a profesional and discrete approach
- Coordinate and distribute organizational announcements ensuring clear and timely communication across teams and departments
- Performs other duties and responsibilities as assigned
Networking/Key Relationships
The key relationship of this role will be to the executive staff. As a result interactions will be with all aspects of the organization. Key valuable relationships will be built.
Interactions and relationships with vendors will also be key in assisting in continued growth for the organization.
Qualifications
Minimum knowledge and experience required for the position:
- Education: Bachelors degree (BS/BA) from a four year college or university; or equivalent combination of education and experience
- Experience: 5 years administrative experience supporting C level executives
Ma Management has the discretion of substituting relevant work experience for a degree and/or making exceptions to the years of experience requirement.
Skills & Capabilities:
- Ability to manage multiple calendars simultaneously in Outlook
- Create and produce presentations spreadsheets and other documents as needed
- Experience in making travel arrangements (Domestic & International) and submitting expenses; Concur experience is a plus
- Handling administrative tasks such as photocopying printing and binding as necessary
- Excellent verbal and written communication skills with the ability to interact effectively at all levels.
- Strong organizational skills with the ability to prioritize multitask and manage competing deadlines in a fastpaced timesensitive environment
- Acute attention to detail high level of professionalism and ability to maintain confidentiality
- Forwardthinking with strong interpersonal skills and the ability to anticipate executive needs.
- Ability to exercise good judgment works well with little direction proactive in managing time and successfully maintaining multiple priorities.
- Team player with a positive attitude high energy and adaptability in a dynamic work environment
- Demonstrated excellent PC skills including strong proficiency in Microsoft Word Excel PowerPoint Outlook Email & Calendars etc.
Employment Type
Temp
