Executive Assistant

 

Job Summary of the Executive Assistant: The Executive Assistant provides high-level administrative support to executives by conducting research, preparing reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. The role requires strong organizational skills, attention to detail, discretion, and the ability to prioritize tasks efficiently.

 

Job Duties & Responsibilities of the Executive Assistant:
•    Manage executives' calendars, including scheduling appointments, meetings, and travel arrangements.
•    Coordinate and organize meetings, conferences, and events, including preparing agendas, taking minutes, and making necessary arrangements.
•    Screen and prioritize incoming correspondence, emails, and phone calls, and respond to or redirect inquiries as appropriate.
•    Conduct research and compile data to support executives in decision-making processes.
•    Prepare and edit correspondence, presentations, and reports for internal and external distribution.
•    Handle confidential and sensitive information with discretion and professionalism.
•    Anticipate executives' needs and proactively provide administrative support to ensure smooth operations.
•    Liaise with internal departments, external partners, and clients on behalf of executives.
•    Maintain accurate records and files, both electronic and hard copy, ensuring information is organized and easily accessible.
•    Assist with special projects and initiatives as assigned by executives.
•    Manage office supplies and equipment, ensuring availability and functionality.
•    Act as a gatekeeper for executives, managing their time effectively and filtering communications appropriately.
•    Maintain professional and positive relationships with all stakeholders, representing executives with professionalism and courtesy.
•    Stay informed about industry trends, company policies

 

Education & Experience Requirements of the Executive Assistant:
•    Bachelor's degree in business administration, communications, or a related field preferred.
•    Proven experience as an executive assistant or similar role, supporting senior-level executives.
•    Strong proficiency in Microsoft Office Suite and other relevant software applications.
•    Excellent communication skills, both written and verbal.
•    Exceptional organizational and time-management skills, with the ability to multitask and prioritize effectively.
•    Discretion and confidentiality in handling sensitive information.
•    Attention to detail and accuracy in all work.
•    Adaptability and flexibility to respond to changing priorities and deadlines.
•    Professional demeanor and interpersonal skills.