Executive Assistant

Executive Assistant

Requirements

• Associate’s Degree or equivalent work-related experience
• Minimum Five (5) Years of relevant experience
• Ability to prioritize and independently follow through on all tasks and projects
• Self-Directed / Self-motivated / CAN-do-WILL-do attitude
• Strong oral and written communication skills
• Dependable, Adaptable, Flexible, Poised and Articulate
• Strong event planning and organization skills
• Must be able to use considerable discretion, judgment, confidentiality, and diplomacy
• Intermediate to Advanced Microsoft Office Suite; Outlook, Word, Excel, PowerPoint
• Willingness to support the executive team and be on call 24/7

Responsibilities

• Support Preparation for Meetings and Engagements: Provide the SVP and VP with background information, meeting summaries, supporting documents, and other necessary materials for scheduled appointments, meetings, and speaking engagements. Coordinate with other departments as needed for specific engagements and maintain a detailed priority list of projects and commitments. Design and prepare general correspondence, memos, charts, tables, graphs, presentations, business plans, and duplicate materials.
• Handle Business Finances: Manage all business-related finances, including reconciling credit card statements and processing expense reports promptly. Ensure efficient handling of invoices.
• Manage Confidential Information: Maintain a smooth flow of information between all organizational levels, including internal and external contacts, while managing confidential and sensitive information with the utmost discretion.
• Meeting and Appointment Coordination: Organize and manage appointments and meetings, including preparing agendas, coordinating meeting facilities, handling materials, and transcribing meeting minutes.
• Travel Arrangements: Arrange all international travel for the SVP and VP, including flights, hotel accommodations, and car rentals.
• Expense Tracking: Review and track invoices and prepare detailed expense reports.
• Composing Correspondence and Reports: Write and edit correspondence, reports, and other business documents as needed.
• Organize Departmental Documents: Maintain and organize departmental spreadsheets, files, and records efficiently.
• Calendar Management: Maintain and manage the executives’ calendars, ensuring timely scheduling and prioritization of events that require their presence.
• Time Efficiency: Assist in managing commitments and maximizing the executive’s time efficiency.
• Professional Representation: Interact effectively with all levels of the organization and represent the SVP and VP professionally in all situations.

Preferred Qualifications

No preferred qualifications provided.