Executive Assistant

Description

The Executive Assistant provides high-level administrative support to the Chief Executives and other senior executives. This role involves managing schedules, coordinating meetings, handling communications, and performing various tasks to ensure the smooth operation of the executive office. The ideal candidate will be highly organized, proactive, and capable of managing multiple priorities with discretion and professionalism.

Key Responsibilities

Administrative Support

• Manage and maintain the CEO's calendar, including scheduling meetings, appointments, and travel arrangements.

• Prepare and edit correspondence, communications, presentations, and other documents.

• Handle incoming and outgoing communications, including emails, phone calls, and mail.

• Organize and coordinate meetings, conferences, and special events, including logistics and catering.

Communication

• Act as the primary point of contact between the executive office and internal/external stakeholders.

• Screen and prioritize communications, ensuring timely and appropriate responses.

• Draft and distribute meeting agendas, minutes, and follow-up action items.

Project Management

• Assist in the planning and execution of various projects and initiatives led by the executive team.

• Track progress and provide updates on project timelines, deliverables, and milestones.

Information Management

• Maintain confidential and sensitive information with utmost discretion.

• Develop and maintain a filing system for documents, records, and reports.

Travel Coordination

• Arrange detailed travel plans, itineraries, and agendas.

• Ensure all travel logistics are managed efficiently and cost-effectively.

Office Management

• Monitor and order office supplies as needed.

• Coordinate with IT and facilities for any office maintenance or equipment needs.

• Assist in managing office budgets and expenses.

Requirements

Qualifications

• Bachelor's degree in Business Administration, Communications, or a related field preferred.

• Minimum of 5 years of experience in an executive support role.

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

• Excellent organizational and time-management skills.

• Strong verbal and written communication skills.

• Ability to work independently and as part of a team.

• High level of discretion and confidentiality.

• Experience in managing complex calendars and scheduling.

• Strong problem-solving skills and attention to detail.

Preferred Skills

• Familiarity with project management software (e.g., Asana, Trello).

• Experience in a corporate or high-pressure environment.

• Knowledge of travel booking and expense reporting systems.

Working Conditions

• Fast-paced office environment.

• Occasional extended hours or weekend work may be required.

• Must be able to handle multiple tasks and prioritize effectively.

For immediate consideration, please call/text Desiree with Robert Half ~~~

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