Executive Assistant

Executive Assistant

Requirements

• 2-year degree in business or secretarial science, and/or a minimum of 5 years’ experience supporting a senior executive or serving as an office manager.
• Excellent verbal and written communication skills
• Ability to perform multiple tasks under pressure with minimal supervision.
• Represent the team with professionalism and confidence in both verbal and written communications, both inside and outside the Company at all times.
• Previous experience utilizing Microsoft Outlook, Excel, PowerPoint and SharePoint.
• Ability to set priorities, work with autonomy, and take initiative.

Responsibilities

• Performs clerical and administrative tasks including drafting letters, memos, invoices, reports, and other documents for senior staff.
• Schedules, coordinates, and maintains appointments and meetings for the Executive and their direct reports.
• Schedule and prepare all travel plans for the executive/other leaders as needed. Prepare and submit for review the executive’s travel and entertainment expense reports and ensure all reports are processed and filed in a timely manner.
• Manage unexpected travel schedule changes and provide resourceful and creative solutions as needed.
• Produces reports, presentations, and other materials to support the EA team’s strategic initiatives.
• Prepares executive summaries, meeting minutes, and briefing documents for senior leadership.
• Supports data collection and analysis, ensuring the timely delivery of insights and reports.
• Printing, scanning, emailing, storing and retrieving documents, processing payments to vendors, etc.
• Process and manage confidential material and information with a high level of discretion.
• Provide support to External Affairs Sr. Leadership to increase productivity and efficiency of the teams.
• Display expertise using the MS-Office suite to prepare documentation, decks, data and other materials as assigned.
• Organize the details of special events, travel arrangements, corporate agendas and itineraries.
• Manage inbound communication, including the management of office visitors.
• Organize and maintain all executive data and files and ensures office supplies are fully stocked and maintained.
• Acts as a liaison between the External Affairs (EA) team and Finance, ensuring alignment on budget planning, tracking, and reporting.
• Assists in the preparation, submission, and monitoring of budget reports.
• Supports expense tracking, reconciling expenditures, and preparing budget forecasts in coordination with Finance.
• Manages procurement orders and requisitions, ensuring timely processing and compliance with company policies.
• Coordinates financial approvals and ensures timely processing of invoices, reimbursements, and financial documentation.
• Tracks purchase orders, monitors vendor performance, and resolves procurement-related issues as needed.

Preferred Qualifications

No preferred qualifications provided.