Executive Assistant

Executive Assistant

Requirements

• Bachelor’s degree required.
• Minimum 5-7 years administrative experience with at least 5 years supporting senior level executives.
• Excellent verbal and written communication skills.
• Excellent time management skills and ability to prioritize work and activities with limited guidance while able to meet stringent deadlines.
• Proficient in Microsoft Office (Outlook, Word, Excel, Power Point and Microsoft Teams).
• Proficient in scheduling travel, meetings, and coordination for the executives.
• Must possess a thorough understanding of common business practices.
• Well organized and efficient with handling multiple tasks simultaneously.
• Strong attention to detail is required.
• Strong problem-solving, judgment and decision-making skills are required.

Responsibilities

• Compile, verify and analyze information for the executives use in executive meetings, reports, presentations and at times news releases.
• Transcribe, type, format, and proofread a wide variety of material (e.g. correspondence, invoices, contracts, meeting minutes, reports, speeches, and presentations) correctly and in time, using word processing, presentation, graphics and spreadsheet software.
• Manage expenses and reporting for VP of Sales & Marketing and VP Marketing & Digital.
• Prepare documents and presentation materials; screen and respond to incoming correspondence, inquiries, and phone calls; draft letters and official information releases; arrange and attend meetings; take and distribute minutes. Secure confidentiality of data and documentation archiving.
• Coordinate internal and external executive meetings/activities so that they run smoothly. This may include scheduling meeting times, making travel arrangements for attendees, and ensuring that various meeting amenities are available and communicated to all participants.
• Manage the appointments and schedules of the VP of Sales & Marketing and VP Marketing & Digital.
• Access to the executives e-mail accounts to schedule their appointments and answer or redirect routine enquiries from internal and external resources.
• Maintain and update internal local communication e.g. billboards, essentials, and participate in (inter)national communication networks.
• Perform other administrative tasks, like using and maintaining office equipment, distributing incoming mail, filing, data capturing or maintaining office supplies or other inventory. Plan, organize, and schedule own workload so that these activities are completed accurately and on time.

Preferred Qualifications

No preferred qualifications provided.